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May 28, 2018 general

Memorial Day 2018: The Annual Backup Reality Check

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It's Memorial Day weekend. Before you head out, let's do something we should all do more often but rarely do: verify that your backup actually works.

Not "check that the backup software says it ran." Actually test a restore. Because in two years of writing this blog, the single most common IT disaster we've seen is practices that thought they had backups but didn't.

The 15-Minute Backup Test

Step 1: Check the Last Backup (2 minutes)

Open your backup software and verify:

  • When did the last backup complete?
  • Did it complete successfully (not with errors or warnings)?
  • How large is the backup? (If it's dramatically smaller than usual, something was skipped)

Step 2: Test a File Restore (5 minutes)

Pick a file from your server, something you'd actually need if disaster struck. Try to restore it from backup to a temporary location. Did it work? Can you open the file? Is the content intact?

Step 3: Verify Your PMS Database (5 minutes)

Your practice management database is the most critical file in your backup. Verify that it's included in the backup set. If your backup software shows individual files, find the Dentrix, Open Dental, or Eaglesoft database files and confirm they're being captured.

Step 4: Check Your Imaging Files (3 minutes)

As we wrote about last year, imaging files are often stored separately from your PMS database. Verify that your X-ray, CBCT, and intraoral photo storage locations are included in the backup.

Common Backup Failures We See

  • Backup ran out of space three months ago. Nobody noticed because nobody checked.
  • Backup is running but only capturing C:\Users, not the database on D:\. The backup software was configured for the wrong paths.
  • Cloud backup stalled. Internet connection issues caused the backup to fall behind and it never caught up. The backup is weeks old.
  • NAS backup was encrypted by ransomware along with the server. Because the NAS was on the same network with mapped drives.
  • Backup encrypted with a password nobody remembers. The person who set it up left the practice two years ago.

Every one of these is a real scenario from a real practice. Every one was discoverable with a simple test. Every one became a crisis because nobody tested until it was too late.

The Rule

A backup you haven't tested is a backup you can't trust. Test monthly. Document the results. Fix problems immediately.

15 minutes before the long weekend. That's all it takes. Happy Memorial Day. Honor those who served by protecting what you've built.