Backing Up Your Dolphin Data - 7 Tips You`ve

Backing Up Your Data
7 Tips You’ve Got to Know
Steve McEvoy
March 4th, 2011
Goals
• To discuss technology in a way that
might actually be useful to you in your
practice
• Share ideas that you should be able to
head home Sunday and would be able
to start implementing on Monday
• Talk will be available to you online so
you don’t need to take notes
Backups Suck
“Why should I bother, I have never needed
it before”
• Hard Drives Die
• Users Delete Files (accidentally or otherwise)
• Computers are replaced or upgraded
Question:
Are you 100% certain your
backup is working?
How do y
you know?
Question:
Are you 100% certain you
have ALL your data
Do You Backup ….
•
•
•
•
•
•
•
•
Dolphin
Dolphin
D l hi
Dolphin
Dolphin
Dolphin
Dolphin
Dolphin
D l hi
Dolphin
Image Files
Management Files
Letter
L tt T
Templates
l t
SQL Database
Safe Backups
INI file(s)
Custom Tracing Files
Imaging
I
i Logo
L
File
Fil
Topics for the Day
Dolphin Data to Backup
How to Backup
Cloud
Cool Stuff
Cool Stuff
INI Files
• Configuration files that control the
p
software
customization of Dolphin
• You have several of them on every PC
– Dolphin.ini
– DLS.ini
DLS i i
Dolphin.ini File
• Used to be located in C:\Windows folder
• What
h was One
O is
i now Two
– Windows Vista and 7 security changes have
prompted
d the
h change
h
– ‘Main’ Dolphin.ini will be found in C:\Dolphin
f ld
folder
– ‘Stub’ Dolphin.ini will be found in the
C:\Windows folder and will have only a small
subset of the information
Dolphin.ini File
Main Dolphin INI File
• Main Configuration File
• Located in C:\Dolphin\Dolphin.ini
Stub Dolphin INI File
• Just a ‘Pointer’
Pointer
• Located in C:\Windows\Dolphin.ini
Don’tt Forget Letters
Don
• DLS.ini points the way to your Letter
Templates
p
• Located in C:\Windows\DLS.ini
Don’tt Forget Letters
Don
Now what?
Use the Dolphin.ini and DLS.ini to know
where yyour Data is
Roadmap to:
• The ‘Working’ folder
• The ‘Letters’ Template folder
p
has the SQL
Q ‘Database’
• What computer
Now what?
Working Folder
• Most all of your Dolphin Imaging, Letters,
g
and Aquarium
q
Data is
Management
conveniently located in this one place.
What’ss in Working?
What
Image Files
Photos X-Rays
X Rays, anything captured
• Photos,
• ‘I’ files are your rotated and cropped finals
• ‘V’ files
fil are your original
i i l uploaded
l d d versions
i
• V files can provide you a level of backup
– Revert to Original
– Demo Time!
V File Backup Tips
If not having them isn
isn’tt a crisis
crisis, consider:
• Reduce Backup Times by Excluding the V
files (exclude *
*.v??)
v??)
• If you will never use ‘revert’, save the
space and
d sett D
Dolphin
l hi to
t nott make
k the
th V
files at all
– Dolphin INI setting
– [defaults] section
– SaveOriginals=0 (0 = off)
Working Folder Contents
Aquarium
Licensing
Letters
Data Folder Contents
Documents
DUS
More….
Dolphin SafeBackups
Dolphin
p
makes backups
p of your
y
Database
before critical processes work with your
data
• DolphinPlatform.bak is a copy of your SQL
Database
• Management Users
– SafeBackups are also backups of the SQL
Database performed as part of the EOD and
EOM processes
– They keep 3 latest versions of each
Dolphin SafeBackups
Controlling SafeBackups
• Verify whether you have Skip EOD Backups
checked. If you want SafeBackups, then
make sure it
it’ss NOT checked
checked.
• SafeBackups add time to the EOD process
• SafeBackups take up space, so consider
impact on other backups
• Verify they are being created
– Changed
g SQL
Q sa p
password could be culprit
p
Controlling SafeBackups
What about the INI
INI’s?
s?
Backing up the Working folder gets Most of
yyour Dolphin
p
data,, but what about the
INI’s
Dolphin ini
• Dolphin.ini
• DLS.ini
How to we get these?
Backing up the other bits
We usually implement a ‘backup script’
• A set of copy commands acting together
• Runs from the Server
• Automatically
A t
ti ll on weekend
k d (PC’s
(PC’ on?)
?)
• Collects the INI’s from each PC
• Saves them into a central location
• The normal backup then gets them
Backup Script Example
Xcopy \\RecordsPC\C$\Dolphin\Dolphin.ini
\\Server\Data\Dolphin\INI Backups\RecordsPCDolphin.ini
Xcopy \\RecordsPC\C$\Windows\DLS.ini
\\Server\Data\Dolphin\INI Backups\RecordsPCDLS.ini
Xcopy \\ConsultPC\C$\Dolphin\Dolphin.ini
\\Server\Data\Dolphin\INI Backups\ConsultPCDolphin.ini
Xcopy \\ConsultPC\C$\Windows\DLS.ini
\\Server\Data\Dolphin\INI Backups\ConsultPCDLS.ini
Backups\ConsultPCDLS ini
Backup Scripting
Process
• Create the script file
• Save on Server (somewhere that is backed up)
• Schedule to run with Task Scheduler
• Give sufficient security rights to task
• Verifyy that it works the first few times
• Probably not a DIY Project
Backup Scripting
Custom Tracing Analysis
If you have built a Custom Ceph Tracing
Analysis, or had Dolphin support make
you one,
one it lives in C:\Dolphin folder
• Two files define it
– CstAnalysis.bin
– CstLateralMS.bin
• They don’t change very often
• Usually only found where tracings are
done or reviewed
Add to Backup Script
Xcopy \\RecordsPC\C$\Dolphin\Dolphin.ini
\\Server\Data\Dolphin\INI Backups\RecordsPCDolphin.ini
Xcopy \\RecordsPC\C$\Windows\DLS.ini
\\Server\Data\Dolphin\INI Backups\RecordsPCDLS.ini
Xcopy \\RecordsPC\C$\Dolphin\CstAnalysis.bin
\\Server\Data\Dolphin\INI
Backups\RecordsPCCstAnalysis bin
Backups\RecordsPCCstAnalysis.bin
Xcopy \\RecordsPC\C$\Windows\CstLateralMS.bin
\\Server\Data\Dolphin\INI
Backups\RecordsPCCstLateralMS.bin
p
Custom Logo
Custom Logo
Logo file incorporated into Page Layouts
• Could be located anywhere
– Often its on the local hard drive somewhere
• They don’t change very often
• Save it properly to the Server
(where it will
be backed up routinely)
– \\Server\Data\Dolphin\Logo’s\PracticeLogo.jpg
• Correct your Page Layouts to reference it
from this central location
Review so far
We’re agreed that it would be good practice
p
to backup:
• The Working Folder
• The Dolphin.ini
Dolphin ini and DLS.ini
DLS ini files
• The Custom Analysis Files
• The Logo used in Page Layouts
What about Other Stuff?
Consider the intense level of customization
of the entire PC
• Records PC
• Consult PC
H
How
can we protect allll off this?
hi ?
Disaster Recovery
• What would the plan be if your PC wasn
wasn’tt
just sick, but dead?
• Critical systems that are hard to restore:
– Digital X-ray PC
– Highly
Hi hl configured
fi
d workstation
k t ti
– Server
• How long to fully recover it?
• How would yyou do it?
How do you backup?
How do you backup?
•
•
•
•
•
You have a backup right?
It has
h allll off your d
data right?
h
You are sure it worked last night right?
The backups are useable right?
You take a backup offsite right?
What to Backup?
• Traditional approaches backup ‘things’
things on
the computers, like files.
• You have to choose which things to
backup. You can choose ‘everything’.
• What
Wh t about:
b t
– Data and settings that are on other systems
• Desktops, My Documents, local configurations
– All the configuration of the Server or PC that
d
doesn’t
’t existing
i ti iin a file?
fil ?
Image Backup
Makes
M
k a duplicate
d li t off the
th computers
t
hard
h d
drive. Includes:
– Windows
– Applications
– Customizations
– Data that is stored on the drive
– Everything, it’s a complete and exact copy
g tool
Sometimes called a ‘Cloning’
Image Backup
Requires:
– A Backup Application (<$85) such as:
• Acronis True Image (www.acronis.com)
(www acronis com)
• Norton Ghost (www.norton.com)
– A place to put it
• Portable USB hard drive (<$100)
– Western Digital Passport Elite
– Seagate FreeAgent GoFlex Pro
• Network Share (free?)
Image Backup
Implement the Solution
– Schedule the backup to run automatically
and unattended overnight
– Make a recovery CD and be sure it works.
Keep the CD handy.
– Validate the backup periodically to make sure
it’s g
getting
g done and is reliable
– Make sure people are aware that the solution
is in place
p
Image Backup
Be prepared for a recovery before it
happens
– Who will you call for help (if needed?)
– Know how to use the software
•
•
•
•
•
•
Boot from the recovery CD
Select Recover a Drive
Select one to re-image
re image
Select the backup file
Click ‘Go’ (and pray)
Reboot when complete, and you are back in
business.
Image Backup Caveats
• You need to restore to identical hardware
– You can restore to new hardware, but
requires a Universal Restore module
• The more data on the drive, the longer
the backup or restore will take
Image Backup for Servers
• Server versions of the software are
available
– They can understand the complicated RAID
array setups servers often have
• Cost more,
more typically <$900
• Saves you more if you have a Disaster!
• Probably NOT a DIY project
– Consider your databases (SQL, Exchange…)
– Test recovery process works with your gear
The Records 10-Step
10 Step
1. Take Pictures
2. Shut off camera
3 Open camera door
3.
door, remove card
4. Walk to PC with card reader
5 Insert card
5.
6. Open software, capture images
7 Remove card
7.
8. Walk back to camera
9 Insert
9.
I
t card,
d close
l
d
door
10.Turn on camera
What if?
What if you could just take the picture with
the camera and have it magically fly over
and land on the Server?
Saves:
• Time (and therefore $$)
• Wear and tear on the camera, card and
reader
The Records 2-Step
2 Step
1. Take Pictures
1
2. Whenever you like, anyone at any PC
can open the software and capture
images. Photos can continue to be
taken while this is going on.
on
Wi Pics
Wi-Pics
Recent AJO-DO
AJO DO Techno Bytes Article
WiPics: Wireless and beyond
American Journal of Orthodontics and Dentofacial Orthopedics, Volume 137, Issue 1, Pages 147‐149
A. Revankar, N. Gandedkar, S. Ganeshkar
Eye-Fi
Eye
Fi Card
SD card that has a built
built-in
in Wi
Wi-Fi
Fi connection
Supports most
*
any
SD Camera
How does it work?
Costs
• A normal 4GB SD card < $20
• Eye-Fi has several models:
d l iis mostt b
i and
d does
d
–C
Connectt X2 model
basic,
everything that an Ortho Practice would need
for $49
$49. Online only at www.eye.fi
www eye fi
– Best Buy has several models in store
Setup
1 Install the receiving application on the
1.
capture PC where your card reader is
2 Set the card to save images to a folder
2.
on your network
3 Adjust
3.
Adj t your imaging
i
i software
ft
to
t look
l k to
t
the network folder for new images to
capture
t
Caveats
• Your camera must be supported
• Your camera must be ON to transfer
• You
Y need
d to
t h
have a Wi
Wi-Fi
Fi setup
t att your
practice
What if it doesn’t
doesn t work?
• It’s
It s still a 4GB memory card
card, so you can
do the old 10 step process.
• If you can wait,
wait it will store the images
on the 4GB card until the Wi-Fi comes
back online
online, and will catch up then
then.
Review so far
We’re agreed that it would be good practice
p
to backup:
• The Working Folder
• The Dolphin.ini
Dolphin ini and DLS.ini
DLS ini files
• The Custom Analysis Files
• The Logo used in Page Layouts
What about the Database?
Microsoft SQL Server
Dolphin runs on Microsoft SQL Server*
• Database Software
• ‘Alive’ on your Server
• Needs
N d special
i l attention
tt ti tto b
backup
k
• Imaging and Management SafeBackups
might not be enough
plan in place
p
• You should have yyour own p
Microsoft SQL Server
Comes in various editions
• Express Edition
– Free!
– Good for everything Dolphin except*
Management
• Workgroup Edition
– Not Free
– Able
Abl to
t use more resources on Server
S
(faster)
SQL Management Studio
Used to control your SQL Software
• Software tool that comes with SQL Server
• Add or Remove Databases
• Perform
P f
M
Manuall B
Backups
k
• Schedule Automatic Backups
– Cannot do this in Express Edition
• Demo
o
SQL Best Practices
Schedule your own SQL Backups
• Multiple backups during the day lessen
the potential amount of data loss
– Weekdays Noon
– Weekdays
W kd
Evenings
E
i
• Backup to a location that is in turn
backed up
pp
know theyy exist!
• Let support
Review so far
We’re agreed that it would be good practice
p
to backup:
• The Working Folder
• The Dolphin.ini
Dolphin ini and DLS.ini
DLS ini files
• The Custom Analysis Files
• The Logo used in Page Layouts
Q Database
• SQL
Cloud Computing
•
•
•
•
What is it?
Concept is new and not well understood
B
Buzz
word
d
Name some Cloud ‘like’ Services
– Sesame and Televox patient communications
– Ortho2 Edge
g
– Internet Backup
– Google
g Apps
pp
– …anything that the service is Internet based?
In-House Server
Server
Databases
Backups
Office
Network
Firewall
Files/Images
Off-Site Computing
Off‐Site
SServer
a.k.a.
k
Hosted Computing
Office
Network
Firewall
Cloud Computing
Your Data
Your Data
Your Applications
Office
Network
Firewall
Cloud Advantages
• No in-house
in house Server (?) – Saves $$$
• No in-house Backup (?) – Gets done right
• Satellite
S t llit offices
ffi
h
have th
the same
performance as the main offices
• If it was a browser based applications, it
could run on anything – PC, Mac, iPad,
smart phone….
g remotelyy from home or while
• Working
travelling would be that same as at work
Cloud Challenges
• Are you ready to have your Practice rely
on your Internet connection?
• What about peripherals like scanners and
x-ray?
• What
Wh t about
b t other
th apps you might
i ht run
that aren’t Cloud based?
– (Do you need a server for them?)
• Is the Internet fast enough to deliver this
promise?
How close are we?
• Some Cloud ‘like’
like Ortho apps are out now
• First complete options will appear in the
next 2 yrs
• Big players will begin to adopt, but the
t
transition
iti will
ill likely
lik l be
b across 5+
5 yrs
• New companies will dive in head first
• Established companies will likely have
y
solutions along
g the wayy
Hybrid
Dropbox
• Online Storage Folder
• Add-on to
– Windows
Wi d
– Mac
– iStuff
ff (iPad,
( d iPhone,
h
iTouch)
h)
– Android (Droid, etc)
• Accessible from the Website
– You are always near your files, even without
your device
Dropbox
• Great way to shuffle data between
diverse platforms
• Great way to sync files between multiple
devices
• Acting
A ti a bit like
lik an Internet
I t
t Backup
B k
– Each of your devices has a copy too!
Dropbox
Laptop
H
Home PC
I t
Internet
t
Web
Browser
Office PC
iPhone,
iPad,
Android
Data File
Dropbox
Costs
• 2GB Account is Free!
– Enough for most peoples needs
• Pro 50 Account
– 50GB
– $10 per month,
month or $100 per year
www Dropbox com
www.Dropbox.com
Microsoft DFS
• Great tool for Multiple Office Networks
• Similar to DropBox, but doing it in-house
on your own gear
• Included as part of Microsoft Server 2003
and
d 2008
• Requires a Server at both ends
– Remote office server can be minimal
Microsoft DFS
• Allows you to tailor the amount of
Interoffice Bandwidth used
– Small amount during day allows for best
performance
– Wide open at night to catch up if needed
• Intelligent Synchronization
– Sync’s
S
’ only
l the
th Bytes
B t off information
i f
ti that
th t
have changed in a document
• No user
se inte
interaction
action needed once set
setup
p
Microsoft DFS
Inter-Office
Inter
Office
Link
Main Office
Server
Remote Office
Server
Office PC
Data File
Offsite Backups
• Protection from Fire/Theft/Flood
• Need to be encrypted to meet the needs of
HIPPA
– If you lose the backup drive, and there are
patient files just loose on the drive
drive, you have
to assume they are ‘released’
• Internet Backups must be encrypted
• Most applications have encryption options
Daily Notification
• Regardless of the backup process or
application you use, configure it to email
you each time it runs if it worked on not
• Read the emails, they are not spam!
• Most
M t applications
li ti
have
h
this
thi feature
f t
• Notify if it Works for peace of mind
• Notify if it Doesn’t Work to get it fixed
it’ss really messed
• No notifications means it
up
Test your Backup
• Just because a backup ran doesn
doesn’tt mean
the data you need can be recovered
• Actively verify the data can be restored
• Monthly or more often. How much data
are you willing
illi to
t lose?
l
?
• Test restore a portion of your most
valuable data to an alternate location.
p y someone to
• If yyou can’t be bothered,, pay
do it. Consider it an insurance cost.
Internet Backup
Server
Files/Images
Portaable
Hard D
Drive
Tape
Drive
External
Hard Drive
Databases
Internet
Portable Offsite
Backups
p
Internet Backup Provider
Features
Server
External
Hard Drive
Databases
Cheap (<$120)
Files/Images
40GB
500MB of Today’s Data
Fast (USB) or Very Fast (eSATA)
Fast (USB) or Very Fast (eSATA)
Cheap? Cheap?
($50+ /mo)
Tape
Drive
(~10 mins)
Not Cheap (>$500)
Very Slow
Very Slow
Usually Slow
Portaable
Hard D
Drive
(~163 mins)
Cheap (<$100)
$
Fast (USB)
(~23 mins)
Internet
(~113 hrs)
(~85 mins for today only)
Internet Backup Provider
Internet Backup Speed
But I have a fast Internet connection
connection,
why would it take so long?
• Upload speed is what matters
matters.
– Most connections are Asymmetrical
– i.e.
i 6Mbps
6Mb down,
d
1Mbps
1Mb up
– Test at www.speedtest.net
•
•
•
•
Internet = 1 Mbps
b
Tape Drive = 42 Mbps
USB Drive = 480 Mbps
eSATA Drive = 1.5 Gbps or 1,500 Mbps
Initial Synchronization
Sending
g out 80GB of data on the first
days…..
Bandwidth Utilization
Sending
g out 80GB of data on the first
days…..
Bandwidth Utilization
Configured to 384kbps
max during office hours
Full speed @ nighttime
(about 1Mbps)
Daily Backups
Each days
y new data tends to be 6 to 8
GB of new or changed information…..
Hybrid Backup
Server
Files/Images
Tape
Drive
External
Hard Drive
Databases
Internet
Portaable
Hard D
Drive
Internet Backup Provider
Barracuda Backup Server
Internet Backup
Great Deals for Home users
• Mozy.com and Carbonite.com
– $5/mo
$5/
ffor unlimited
li it d storage
t
• i-Drive.com
– Family Plan – 5 PCs or Macs
– $150 per year for up to 500GB total storage
Internet Backup
Business users pay per GB
– Barracuda.com $50 per mo for <100GB
• Requires a Barracuda Backup Server ($800+)
– Carbonite.com $50 per mo for 50-100GB
– Mozy.com
Mozy com $57 per mo for 100GB
– Acronis.com $500 per year for 1,000GB!
• That’s
That s < 5 cents per GB per month!
OakTree Storage
Internet Backup Specialized for Dolphin
Users
• Help setting up backup
• Unlimited Retention of Dolphin Images
• Active Monitoring
• Disaster Recoveryy Service
• www.OakTreeStorage.com/Dolphin
Internet Backup Summary
Backup goes to the Internet to be stored
Can supplement or replace a traditional
Pl
Plays
th
the role
l off th
the Off
Offsite
it b
backup
k
Fee based service
What will you do when you need it all
back at once?
• Not a solution for everyone I think
•
•
•
•
•
Steve’ss Choice
Steve
• One Large 2TB drive connected by eSATA
• Five Portable 500GB USB drives as Offsite
Or
• Internet Backup Solution if appropriate
• Acronis Backup & Recovery Server Software
– Full Backups only, no incrementals
• Acronis Workstation on Key PCs
– Backed up Monthly
• Monitor and Test them routinely!
Thank You!
steve@mmeconsulting.com
Presentation Online at
www.mmeconsulting.com/presentations
lti
/
t ti
See you at the AAO in Chicago!