| I don't know of a single medical practice that does | | | | factors need serious examination: |
| not perform some kind of data backup or save | | | | • Fast, easy installation-is there just one |
| information on some medium. The correct choice | | | | software application to install or are you required to |
| often goes unnoticed, but the incorrect backup | | | | install multiple agents to accomplish your backup |
| selection can lead to many issues. So what are some | | | | needs? |
| of the challenges you may face in a data storage | | | | • Accountability-can you easily access |
| environment? | | | | real-time reports and/or is there email alerts to |
| • Traditional data backup is time consuming, | | | | ensure that you will know your backups were |
| intrusive and unreliable. Mission critical medical data and | | | | successful? |
| information can only be backed up into whatever | | | | • Fast and efficient data recovery- is there |
| time is available, usually during off hours or weekends. | | | | quick restore capability? And is there an option of |
| • Data restore is especially critical and must | | | | having the most recent data backup being stored |
| be fast and reliable. The backup process is usually | | | | locally and in the vault? |
| uneventful, but the quality of data retention will not | | | | • Data security-is there advanced security |
| be known until someone needs the data right now. | | | | technology that is HIPPA compliant to ensure safety |
| Did you know that 50% of tape back ups fail to | | | | and confidentiality of your data at all times? The |
| properly restore data, and tape failures were often | | | | minimum is AES 128 bit encryption, but one should |
| caused by human error. | | | | consider AES 256 bit encryption. |
| Now there is a more effective solution; a "managed | | | | • Network optimization-is a solution capable |
| offsite" backup solution which securely backs up all of | | | | of detecting data duplication and block-level |
| your network data. Backup is accomplished directly to | | | | incremental backup? Is the data compressed to |
| an offsite secure vault. With this system: | | | | reduce the amount of data transmitted to a vault? |
| • there are no time-consuming manual | | | | • Restorability-is there an enabler that |
| programs; | | | | ensures that data stored in a vault is restorable? |
| • no tapes to manage or store; | | | | Without this feature, there is no way to confirm data |
| • no expensive tape hardware to maintain; | | | | can be restored. |
| • backup more often to minimize data loss | | | | As for implementing an offsite data backup solution, |
| between runs; | | | | one must first perform an assessment of all medical |
| • and quick recovery lost data. | | | | practice data. The assessment begins with locating |
| Further, an offsite data back up system is cost | | | | the data, then identifying duplicate data to ensure |
| effective because you only pay for the total | | | | the back up of the right and appropriate data. |
| aggregate amount of data protected-no matter how | | | | Depending on the amount and size of data to initially |
| many servers, personal computers and laptops you | | | | back up, it may be downloaded to an external hard |
| are protecting. Typically pricing is based on gigabytes | | | | drive, enabling the delivery and uploading to a vault. |
| of data backup on a per month basis; and usually the | | | | All subsequent data backup would be completed |
| more you store the lower the price per gigabyte. | | | | automatically through a secure Internet connection. |
| If a practice is heavily invested in a current backup | | | | And scheduling of thebackup could be throughout the |
| system, one should consider a migration strategy | | | | day, at the end of day or as dictated by policy. |
| that begins with the back up of practice | | | | In sum, there are many solid data storage solutions. |
| management or EMR data to an offsite vault. As the | | | | However, the traditional backup method where tapes |
| current backup system becomes obsolete, one can | | | | are used is expensive, time consuming, unreliable and |
| move additional data offsite. | | | | could spell disaster. In fact, 40% of firms that shut |
| In the final analysis, as with everything, not all offsite | | | | down for three days due to a disaster, failed within |
| backup solutions are created equal. When a practice | | | | 36 months as cited in Contingency Planning and |
| is considering an offsite solution, the following key | | | | Management magazine. |