I don’t know of a single medical practice that does not perform some kind of data backup or save information on some medium. The correct choice often goes unnoticed, but the incorrect backup selection can lead to many issues. So what are some of the challenges you may face in a data storage environment?
• Traditional data backup is time consuming, intrusive and unreliable. Mission critical medical data and information can only be backed up into whatever time is available, usually during off hours or weekends.
• Data restore is especially critical and must be fast and reliable. The backup process is usually uneventful, but the quality of data retention will not be known until someone needs the data right now. Did you know that 50% of tape back ups fail to properly restore data, and tape failures were often caused by human error.
Now there is a more effective solution; a “managed offsite” backup solution which securely backs up all of your network data. Backup is accomplished directly to an offsite secure vault. With this system:
• there are no time-consuming manual programs;
• no tapes to manage or store;
• no expensive tape hardware to maintain;
• backup more often to minimize data loss between runs;
• and quick recovery lost data.
Further, an offsite data back up system is cost effective because you only pay for the total aggregate amount of data protected—no matter how many servers, personal computers and laptops you are protecting. Typically pricing is based on gigabytes of data backup on a per month basis; and usually the more you store the lower the price per gigabyte.
If a practice is heavily invested in a current backup system, one should consider a migration strategy that begins with the back up of practice management or EMR data to an offsite vault. As the current backup system becomes obsolete, one can move additional data offsite.
In the final analysis, as with everything, not all offsite backup solutions are created equal. When a practice is considering an offsite solution, the following key factors need serious examination:
• Fast, easy installation—is there just one software application to install or are you required to install multiple agents to accomplish your backup needs?
• Accountability—can you easily access real-time reports and/or is there email alerts to ensure that you will know your backups were successful?
• Fast and efficient data recovery— is there quick restore capability? And is there an option of having the most recent data backup being stored locally and in the vault?
• Data security—is there advanced security technology that is HIPPA compliant to ensure safety and confidentiality of your data at all times? The minimum is AES 128 bit encryption, but one should consider AES 256 bit encryption.
• Network optimization—is a solution capable of detecting data duplication and block-level incremental backup? Is the data compressed to reduce the amount of data transmitted to a vault?
• Restorability—is there an enabler that ensures that data stored in a vault is restorable? Without this feature, there is no way to confirm data can be restored.
As for implementing an offsite data backup solution, one must first perform an assessment of all medical practice data. The assessment begins with locating the data, then identifying duplicate data to ensure the back up of the right and appropriate data. Depending on the amount and size of data to initially back up, it may be downloaded to an external hard drive, enabling the delivery and uploading to a vault. All subsequent data backup would be completed automatically through a secure Internet connection. And scheduling of the
backup could be throughout the day, at the end of day or as dictated by policy.
In sum, there are many solid data storage solutions. However, the traditional backup method where tapes are used is expensive, time consuming, unreliable and could spell disaster. In fact, 40% of firms that shut down for three days due to a disaster, failed within 36 months as cited in Contingency Planning and Management magazine.
Data Backup Challenges and Solutions
The Hard Disk Crashed! What Happened Exactly? Can Data be Recovered?
We have all heard of cases, and unfortunately many of us had to live through one as well; a hard disk crash on a computer. It’s your worst nightmare. Even though disks are remarkably reliable, any electro-mechanical device will eventually suffer from the demand placed upon it and go wrong. We are used to hearing the term ‘crash’, but where does it comes from and is there any chance on recovering your data?
A hard disk crash is normally the term given for the failure in which the read/write head touches the surface of the platter. The hard disk consists of a platter on which the data is stored. This is rotating with a reading head floating a microscopic distance above the platter. Imagine what happens when this head ‘crashes’ down on the platter. Nearly always there is damage to the head and the coating of the platter will be stripped away. This is what happens when your ‘hard disk crashes’. However, there are many more hard disk failures that are commonly given the name ‘hard disk crash’.
Alignment Failure and Head Failure.
The read head of the hard disk is positioned at such a microscopically precise position in order to read the data. If any head suffers positional problems as the result of mechanical wear, it will no longer be able to read the magnetic signals. The disk will fail, but as long as the platter is not damaged, it is very likely that a specialist can recover the data for you.
Media Failure.
All hard disks suffer failures during writing at some time. Normally this is not a problem. Modern disks use ‘spare sectors’, which are used as a substitute when a failure occurs in a certain sector during writing. The disk will map out the ‘bad sector’ and use the ‘spare sector’ in its place. You will not notice anything at all as a user. However, after the number of failed sectors on the disk grows and the number of spare sectors decreases, you will start to see error messages being reported . Chances are that ‘bad sectors’ will appear in the most used parts of the disk and result in problems with accessing the file system. Even though the files are there, you no longer can access the data. The chances of data recovery are actually quite high, if the work is done by professionals.
Bearing Seizure.
Within the hard disk is a set of bearings that help the platter rotate smoothly at 10,000 rpm. A first sign of bearing failure can be that the disk becomes noisy. With a complete failure, the disk will stop rotating and will no longer operate.
Memory Failure.
When a disk is turned on, it will first load vital operational data into on-board memory. Any failure of the on-board memory devices can result in a disk failure, while your data might still be fully recoverable.
Data Failures.
These kinds of failures are often wrongly blamed on the disk, but usually due to some failure of the computer system or operating system. Information has become corrupted and sections of the file system can no longer be accessed.
Data recovery specialists are often able to recover data from disks that have suffered any of the above failures and success rates are very high. However, it can be very complex work in which case the costs might be quite high. In severe cases some data is lost forever, do not expect the specialist to be successful with data recovery from a surface that has been stripped by a real head crash. It is vital to have adequate backups, because failures do and will happen. Every a hard disk will eventually age and show signs of mechanical wear. Windows XP comes with a backup utility and a wizard that makes the whole process easy, Linux also provides a range or backup applications.
It has been said that there are two types of disks, a failed one and one that has not failed yet. So, do not forget to backup regularly to have the most current data safely stored away.
