Mastering data protection

Essential backup tips and tricks for a secure practice

By Joanna Malpas

26 June 2023 3 min read


Ensuring the safety and security of your data is crucial for the smooth operation of your practice. Implementing a reliable backup process is essential to protect your valuable client and patient information from potential data loss.

The importance of regular backups

One of the most important things to consider when implementing a backup strategy is the frequency of backups. It’s essential to ensure that you perform your backups regularly to minimise the risk of data loss. Depending on the nature of your practice, you may need to perform backups daily, weekly or even hourly. It’s important to assess your needs and determine the appropriate frequency for your backups.

Tom Davies, Hardware and Engineering Manager at Covetrus says: 

“Data loss happens more frequently than we’d like to think. And when it does, the impact can be significant and even unrecoverable for your business”

Storing your backup securely 

A crucial aspect of data protection is the storage of your backups. It’s important to store your backups in a secure location, preferably offsite. By doing so, you can guarantee the safety of your information in case of unforeseen circumstances, like a fire or flood. Additionally, storing your backups offsite can protect your data from theft or other malicious activities.

What about cloud-based backup solutions

When it comes to selecting a backup solution, there are many options available. It’s important to choose a solution that meets your specific needs and budget. Cloud-based backup solutions are becoming increasingly popular due to their ease of use and affordability. 

It’s important to have an onsite backup solution first and foremost. We recommend enhancing your backup solution with Data Vault.

In the words of our Technical Lead, Stephen Dawson:

“Remember, backup is King!”

Establishing your backup system

To safeguard your data you need to establish a robust backup system. This involves regularly creating copies of your important files and storing them separately from your primary server. 

Consider the following backup tips:

1. Designate responsibility

Assign someone on your team the responsibility of managing and overseeing the backup process. It is important for this person to regularly perform backups, check their reliability, and quickly resolve any problems. Appointing a trustworthy staff member can guarantee that backups receive proper attention and care.

2. Implement a rotation strategy

Always rotate your backup media to ensure redundancy and minimise the risk of data loss. By employing a rotation system, such as utilising multiple cartridges or disks, you can have backups located both onsite and offsite. 

3 . Consider offsite storage

Take your latest backup medium offsite. storing backups away from your primary location is crucial for disaster recovery. In the event of disaster, like a fire or flood, it is important to have backups stored offsite. This ensures your data is available for restoration. 

4. Early morning backup changes can be key

Make changing your backup media a priority task in the morning. Malware attacks are becoming increasingly sophisticated, and they can target both your server and its connected backup devices. By changing your backup media earlier in the day (before opening any potentially malicious emails), you reduce the risk of infecting your backups. This precaution can prevent significant data loss that could occur within a 24-hour period. 

5. Establish an acceptable IT user policy

Mitigate the risk of malware infections by implementing an “acceptable IT user policy” and enforcing it within your practice. Educate your team about safe browsing habits, email best practices, and the potential consequences of engaging in risky online activities. By creating a culture of responsible IT usage, you can significantly reduce the likelihood of malware compromising your systems.

By following these essential backup tips and tricks, you can enhance the security and reliability of your data. Remember, backup is not just an option but a necessity in today’s digital world. Prioritise the implementation of a robust backup process. This will safeguard your practice’s critical information and ensure uninterrupted service to your patients and clients.

Talk to one of our experts about your backup solution