Steve McEvoy - Backing Up Dolphin - Dolphin Users Meeting 2011

Backing Up Your Data7 Tips You’ve Got to Know7 Tips You’ve Got to Know

Steve McEvoyMarch 4th, 2011

GoalsGoals

• To discuss technology in a way that• To discuss technology in a way that might actually be useful to you in yourpracticepractice

• Share ideas that you should be able to head home Sunday and would be ablehead home Sunday and would be able to start implementing on Monday

• Talk will be available to you online soTalk will be available to you online so you don’t need to take notes

Backups SuckBackups Suck

“Why should I bother, I have never needed it before”

• Hard Drives Die• Users Delete Files (accidentally or otherwise)• Users Delete Files (accidentally or otherwise)

• Computers are replaced or upgraded

Question:

Are you 100% certain your backup is working?

How do you know?y

Question:

Are you 100% certain you have ALL your data

Do You BackupDo You Backup ….

• Dolphin Image Files• Dolphin Image Files• Dolphin Management Files

D l hi L tt T l t• Dolphin Letter Templates• Dolphin SQL Database• Dolphin Safe Backups• Dolphin INI file(s)Dolphin INI file(s)• Dolphin Custom Tracing Files

D l hi I i L Fil• Dolphin Imaging Logo File

Topics for the DayTopics for the Day

Dolphin Data to Backup

How to Backup

Cool Stuff

Cloud

Cool Stuff

INI FilesINI Files

• Configuration files that control the customization of Dolphin softwarep

• You have several of them on every PC• You have several of them on every PC– Dolphin.ini

DLS i i– DLS.ini

Dolphin.ini File

• Used to be located in C:\Windows folderh O i• What was One is now Two

– Windows Vista and 7 security changes have d h hprompted the change

– ‘Main’ Dolphin.ini will be found in C:\Dolphin f ldfolder

– ‘Stub’ Dolphin.ini will be found in the C:\Windows folder and will have only a smallC:\Windows folder and will have only a small subset of the information

Dolphin.ini File

Main Dolphin INI File

• Main Configuration File

Main Dolphin INI File

Main Configuration File• Located in C:\Dolphin\Dolphin.ini

Stub Dolphin INI File

• Just a ‘Pointer’

Stub Dolphin INI File

• Just a Pointer• Located in C:\Windows\Dolphin.ini

Don’t Forget LettersDon t Forget Letters

• DLS.ini points the way to your Letter Templatesp

• Located in C:\Windows\DLS.ini

Don’t Forget LettersDon t Forget Letters

Now what?Now what?

Use the Dolphin.ini and DLS.ini to know where your Data isy

Roadmap to:Roadmap to:• The ‘Working’ folder• The ‘Letters’ Template folder• What computer has the SQL ‘Database’p Q

Now what?Now what?

Working FolderWorking Folder

• Most all of your Dolphin Imaging, Letters, Management and Aquarium Data is g qconveniently located in this one place.

What’s in Working?What s in Working?

Image Files• Photos X-Rays anything capturedPhotos, X Rays, anything captured• ‘I’ files are your rotated and cropped finals

‘V’ fil i i l l d d i• ‘V’ files are your original uploaded versions• V files can provide you a level of backup

– Revert to Original– Demo Time!

V File Backup TipsV File Backup Tips

If not having them isn’t a crisis consider:If not having them isn t a crisis, consider:• Reduce Backup Times by Excluding the V

files (exclude * v??)files (exclude *.v??)• If you will never use ‘revert’, save the

d t D l hi t t k th Vspace and set Dolphin to not make the V files at all– Dolphin INI setting– [defaults] section– SaveOriginals=0 (0 = off)

Working Folder ContentsWorking Folder Contents

Aquarium

Licensing

LettersLetters

Data Folder ContentsData Folder Contents

Documents

DUS

More….

Dolphin SafeBackupsDolphin SafeBackupsDolphin makes backups of your Database p p y

before critical processes work with your data

• DolphinPlatform.bak is a copy of your SQL DatabaseDatabase

• Management UsersSafeBackups are also backups of the SQL– SafeBackups are also backups of the SQL Database performed as part of the EOD and EOM processesEOM processes

– They keep 3 latest versions of each

Dolphin SafeBackupsDolphin SafeBackups

Controlling SafeBackupsControlling SafeBackups

• Verify whether you have Skip EOD Backups• Verify whether you have Skip EOD Backups checked. If you want SafeBackups, then make sure it’s NOT checkedmake sure it s NOT checked.

• SafeBackups add time to the EOD process• SafeBackups take up space, so consider

impact on other backups• Verify they are being created

– Changed SQL sa password could be culpritg Q p p

Controlling SafeBackupsControlling SafeBackups

What about the INI’s?What about the INI s?

Backing up the Working folder gets Most of your Dolphin data, but what about the y p ,INI’s

• Dolphin iniDolphin.ini• DLS.ini

How to we get these?

Backing up the other bitsBacking up the other bits

We usually implement a ‘backup script’• A set of copy commands acting togetherA set of copy commands acting together• Runs from the Server

A t ti ll k d (PC’ ?)• Automatically on weekend (PC’s on?)• Collects the INI’s from each PC• Saves them into a central location• The normal backup then gets themThe normal backup then gets them

Backup Script ExampleBackup 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\\Server\Data\Dolphin\INI Backups\ConsultPCDLS.ini

Backup ScriptingBackup ScriptingProcess• Create the script file• Save on Server (somewhere that is backed up)• Save on Server (somewhere that is backed up)

• Schedule to run with Task Scheduler• Give sufficient security rights to task • Verify that it works the first few timesy• Probably not a DIY Project

Backup ScriptingBackup Scripting

Custom Tracing AnalysisCustom Tracing Analysis

If you have built a Custom Ceph TracingIf you have built a Custom Ceph Tracing Analysis, or had Dolphin support make you one it lives in C:\Dolphin folderyou 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 areUsually only found where tracings are

done or reviewed

Add to Backup ScriptAdd 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 binBackups\RecordsPCCstAnalysis.bin

Xcopy \\RecordsPC\C$\Windows\CstLateralMS.bin\\Server\Data\Dolphin\INI Backups\RecordsPCCstLateralMS.binp

Custom LogoCustom Logo

Custom LogoCustom Logo

Logo file incorporated into Page LayoutsLogo 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 farReview so far

We’re agreed that it would be good practice to backup:p

• The Working Folder• The Dolphin ini and DLS ini files• The Dolphin.ini and DLS.ini files• The Custom Analysis Files• The Logo used in Page Layouts

What about Other Stuff?What about Other Stuff?

Consider the intense level of customization of the entire PC

• Records PC• Consult PC• Consult PC

H ll f hi ?How can we protect all of this?

Disaster RecoveryDisaster Recovery

• What would the plan be if your PC wasn’t• What would the plan be if your PC wasn t just sick, but dead?

• Critical systems that are hard to restore:• Critical systems that are hard to restore:– Digital X-ray PC

Hi hl fi d k t ti– Highly configured workstation– Server

• How long to fully recover it?• How would you do it?y

How do you backup?How do you backup?

How do you backup?How do you backup?

• You have a backup right?h ll f d h• It has all of your data right?

• You are sure it worked last night right?• The backups are useable right?• You take a backup offsite right?• You take a backup offsite right?

What to Backup?What to Backup?

• Traditional approaches backup ‘things’ on• Traditional approaches backup things on the computers, like files.

• You have to choose which things to• You have to choose which things to backup. You can choose ‘everything’.Wh t b t• What about:– Data and settings that are on other systems

• Desktops, My Documents, local configurations

– All the configuration of the Server or PC that d ’t i ti i fil ?doesn’t existing in a file?

Image BackupImage Backup

M k d li t f th t h dMakes a duplicate of the computers hard drive. Includes:– Windows– Applications– Customizations– Data that is stored on the drive– Everything, it’s a complete and exact copy

Sometimes called a ‘Cloning’ toolg

Image BackupImage Backup

Requires:Requires:– A Backup Application (<$85) such as:

• Acronis True Image (www acronis com)• Acronis True Image (www.acronis.com)• Norton Ghost (www.norton.com)

– A place to put itA place to put it• Portable USB hard drive (<$100)

– Western Digital Passport Elite– Seagate FreeAgent GoFlex Pro

• Network Share (free?)

Image BackupImage Backup

Implement the SolutionImplement the Solution– Schedule the backup to run automatically

and unattended overnightand unattended overnight– Make a recovery CD and be sure it works.

Keep the CD handy.Keep the CD handy.– Validate the backup periodically to make sure

it’s getting done and is reliableg g– Make sure people are aware that the solution

is in placep

Image BackupImage Backup

Be prepared for a recovery before itBe prepared for a recovery before it happens

Who will you call for help (if needed?)– Who will you call for help (if needed?)– Know how to use the software

• Boot from the recovery CD• Boot from the recovery CD• Select Recover a Drive• Select one to re-imageSelect one to re image• Select the backup file• Click ‘Go’ (and pray)• Reboot when complete, and you are back in

business.

Image Backup CaveatsImage Backup Caveats

• You need to restore to identical hardware• You need to restore to identical hardware– You can restore to new hardware, but

requires a Universal Restore modulerequires a Universal Restore module

• The more data on the drive, the longer the backup or restore will takethe backup or restore will take

Image Backup for ServersImage Backup for Servers

• Server versions of the software are• Server versions of the software are available

They can understand the complicated RAID– They can understand the complicated RAID array setups servers often have

• Cost more typically <$900• Cost 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-StepThe Records 10 Step

1. Take Pictures1. Take Pictures2. Shut off camera3 Open camera door remove card3. Open camera door, remove card4. Walk to PC with card reader5 Insert card5. Insert card6. Open software, capture images7 Remove card7. Remove card8. Walk back to camera9 I t d l d9. Insert card, close door10.Turn on camera

What if?What if?

What if you could just take the picture withWhat if you could just take the picture with the camera and have it magically fly over and land on the Server?and land on the Server?

SSaves:• Time (and therefore $$)• Wear and tear on the camera, card and

reader

The Records 2-StepThe Records 2 Step

1 Take Pictures1. Take Pictures2. Whenever you like, anyone at any PC

can open the software and capturecan open the software and capture images. Photos can continue to be taken while this is going ontaken while this is going on.

Wi-PicsWi Pics

Recent AJO-DO Techno Bytes ArticleRecent AJO DO Techno Bytes ArticleWiPics: Wireless and beyond

American Journal of Orthodontics and Dentofacial Orthopedics, Volume 137, Issue 1, Pages 147‐149A. Revankar, N. Gandedkar, S. Ganeshkar

Eye-Fi CardEye Fi Card

SD card that has a built-in Wi-Fi connectionSD card that has a built in Wi Fi connection

Supports most any* SD CameraSupports most any* SD Camera

How does it work?How does it work?

CostsCosts

• A normal 4GB SD card < $20• A normal 4GB SD card < $20• Eye-Fi has several models:

C t X2 d l i t b i d d– Connect X2 model is most basic, and does everything that an Ortho Practice would need for $49 Online only at www eye fifor $49. Online only at www.eye.fi

– Best Buy has several models in store

SetupSetup

1 Install the receiving application on the1. Install the receiving application on the capture PC where your card reader is

2 Set the card to save images to a folder2. Set the card to save images to a folder on your network

3 Adj t i i ft t l k t3. Adjust your imaging software to look to the network folder for new images to

tcapture

CaveatsCaveats

• Your camera must be supported• Your camera must be supported• Your camera must be ON to transfer

Y d t h Wi Fi t t• You need to have a Wi-Fi setup at your practice

What if it doesn’t work?What if it doesn t work?

• It’s still a 4GB memory card so you can• It s still a 4GB memory card, so you can do the old 10 step process.

• If you can wait it will store the images• If you can wait, it will store the images on the 4GB card until the Wi-Fi comes back online and will catch up thenback online, and will catch up then.

Review so farReview so far

We’re agreed that it would be good practice to backup:p

• The Working Folder• The Dolphin ini and DLS ini files• The Dolphin.ini and DLS.ini files• The Custom Analysis Files• The Logo used in Page LayoutsWhat about the Database?

Microsoft SQL ServerMicrosoft SQL Server

Dolphin runs on Microsoft SQL Server*• Database SoftwareDatabase Software• ‘Alive’ on your Server

N d i l tt ti t b k• Needs special attention to backup• Imaging and Management SafeBackups

might not be enough• You should have your own plan in placey p p

Microsoft SQL ServerMicrosoft SQL Server

Comes in various editions• Express EditionExpress Edition

– Free!Good for everything Dolphin except*– Good for everything Dolphin except* Management

• Workgroup Edition• Workgroup Edition– Not Free

Abl t S– Able to use more resources on Server (faster)

SQL Management StudioSQL Management Studio

Used to control your SQL Software• Software tool that comes with SQL ServerSoftware tool that comes with SQL Server• Add or Remove Databases

P f M l B k• Perform Manual Backups• Schedule Automatic Backups

– Cannot do this in Express Edition

• Demoo

SQL Best PracticesSQL Best Practices

Schedule your own SQL BackupsSchedule your own SQL Backups• Multiple backups during the day lessen

the potential amount of data lossthe potential amount of data loss– Weekdays Noon

W kd E i– Weekdays Evenings

• Backup to a location that is in turn backed up

• Let support know they exist!pp y

Review so farReview so far

We’re agreed that it would be good practice to backup:p

• The Working Folder• The Dolphin ini and DLS ini files• The Dolphin.ini and DLS.ini files• The Custom Analysis Files• The Logo used in Page Layouts• SQL DatabaseQ

Cloud ComputingCloud Computing

• What is it?• What is it?• Concept is new and not well understood

B d• Buzz word• Name some Cloud ‘like’ Services

– Sesame and Televox patient communications– Ortho2 Edgeg– Internet Backup– Google Appsg pp– …anything that the service is Internet based?

In-House Server

ServerFiles/Images

DatabasesBackups

Office Network

Firewall

Off-Site Computingk

Off‐SiteS

a.k.a.Hosted Computing

Server

OfficeOffice Network

Firewall

Cloud Computing

Your DataYour Data

Your Applications

OfficeOffice Network

Firewall

Cloud AdvantagesCloud Advantages

• No in-house Server (?) – Saves $$$• No in house Server (?) Saves $$$• No in-house Backup (?) – Gets done right

S t llit ffi h th• Satellite offices have the same performance as the main offices

• If it was a browser based applications, it could run on anything – PC, Mac, iPad, smart phone….

• Working remotely from home or while g ytravelling would be that same as at work

Cloud ChallengesCloud Challenges

• Are you ready to have your Practice rely• Are you ready to have your Practice rely on your Internet connection?

• What about peripherals like scanners and• What about peripherals like scanners and x-ray?Wh t b t th i ht• What about other apps you might 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?How close are we?

• Some Cloud ‘like’ Ortho apps are out now• Some Cloud like Ortho apps are out now• First complete options will appear in the

next 2 yrsnext 2 yrs• Big players will begin to adopt, but the

t iti ill lik l b 5transition will likely be across 5+ yrs• New companies will dive in head first• Established companies will likely have

Hybrid solutions along the wayy g y

DropboxDropbox

• Online Storage Folder• Online Storage Folder• Add-on to

Wi d– Windows– Mac

ff ( d h h)– iStuff (iPad, iPhone, iTouch)– Android (Droid, etc)

• Accessible from the Website– You are always near your files, even without

your device

DropboxDropbox

• Great way to shuffle data between• Great way to shuffle data between diverse platforms

• Great way to sync files between multiple• Great way to sync files between multiple devicesA ti bit lik I t t B k• Acting a bit like an Internet Backup– Each of your devices has a copy too!

DropboxDropbox

H PC

Laptop

I t t

Home PC

Internet

Office PC

Web Browser

Office PC

iPhone, iPad,

Data FileiPad,

Android

DropboxDropbox

CCosts• 2GB Account is Free!

– Enough for most peoples needs

• Pro 50 AccountPro 50 Account– 50GB– $10 per month or $100 per year$10 per month, or $100 per year

www Dropbox comwww.Dropbox.com

Microsoft DFSMicrosoft DFS

• Great tool for Multiple Office Networks• Great tool for Multiple Office Networks• Similar to DropBox, but doing it in-house

on your own gearon your own gear• Included as part of Microsoft Server 2003

d 2008and 2008• Requires a Server at both ends

– Remote office server can be minimal

Microsoft DFSMicrosoft DFS

• Allows you to tailor the amount of• Allows you to tailor the amount of Interoffice Bandwidth used

Small amount during day allows for best– Small amount during day allows for best performance

– Wide open at night to catch up if needed– Wide open at night to catch up if needed

• Intelligent SynchronizationS ’ l th B t f i f ti th t– Sync’s only the Bytes of information that have changed in a document

No se inte action needed once set p• No user interaction needed once setup

Microsoft DFSMicrosoft DFS

Inter OfficeInter-OfficeLink

Main OfficeServer

Remote OfficeServerServer Server

Office PCData File

Office PC

Offsite BackupsOffsite Backups

• Protection from Fire/Theft/Flood• Protection from Fire/Theft/Flood• Need to be encrypted to meet the needs of

HIPPAHIPPA– If you lose the backup drive, and there are

patient files just loose on the drive you havepatient files just loose on the drive, you have to assume they are ‘released’

• Internet Backups must be encrypted• Internet Backups must be encrypted• Most applications have encryption options

Daily NotificationDaily Notification

• Regardless of the backup process or• Regardless of the backup process or application you use, configure it to email you each time it runs if it worked on notyou each time it runs if it worked on not

• Read the emails, they are not spam!M t li ti h thi f t• Most applications have this feature

• Notify if it Works for peace of mind• Notify if it Doesn’t Work to get it fixed• No notifications means it’s really messedNo notifications means it s really messed

up

Test your BackupTest your Backup

• Just because a backup ran doesn’t mean• Just because a backup ran doesn t mean the data you need can be recovered

• Actively verify the data can be restored• Actively verify the data can be restored• Monthly or more often. How much data

illi t l ?are you willing to lose?• Test restore a portion of your most

valuable data to an alternate location.• If you can’t be bothered, pay someone to y , p y

do it. Consider it an insurance cost.

Internet BackupInternet BackupServer

Databases Files/Images

External

Hard Driv

e

Tape

Drive

Internet

able

Drive Internet 

Backup 

Portable OffsiteBackups

Porta

Hard D Provider

p

FeaturesFeaturesServer

Databases Files/Images

External

Hard Driv

e

Cheap (<$120)

Fast (USB) or Very Fast (eSATA) Cheap?

40GB500MB of Today’s Data

Tape

Drive

Internet

Fast (USB) or Very Fast (eSATA)

Not Cheap (>$500)Very Slow

Cheap? ($50+ /mo)(~10 mins)

able

Drive Internet 

Backup 

Usually Slow

$

Very Slow

(~163 mins) (~113 hrs)(~85 mins for today only)

Porta

Hard D ProviderCheap (<$100)

Fast (USB)(~23 mins)

Internet Backup SpeedInternet Backup Speed

But I have a fast Internet connectionBut I have a fast Internet connection, why would it take so long?

• Upload speed is what matters• Upload speed is what matters.– Most connections are Asymmetrical

i 6Mb d 1Mb– i.e. 6Mbps down, 1Mbps up– Test at www.speedtest.net

b• Internet = 1 Mbps• Tape Drive = 42 Mbps• USB Drive = 480 Mbps• USB Drive = 480 Mbps• eSATA Drive = 1.5 Gbps or 1,500 Mbps

Initial SynchronizationInitial SynchronizationSending out 80GB of data on the first g

days…..

Bandwidth UtilizationBandwidth UtilizationSending out 80GB of data on the first g

days…..

Bandwidth UtilizationBandwidth Utilization

Configured to 384kbps max during office hours

Full speed @ nighttime(about 1Mbps)

Daily BackupsDaily BackupsEach days new data tends to be 6 to 8 y

GB of new or changed information…..

Hybrid BackupHybrid BackupServer

Databases Files/Images

External

Hard Driv

e

Tape

Drive

Internet

able

Drive Internet 

Backup 

Porta

Hard D Provider

Barracuda Backup Server

Internet BackupInternet Backup

Great Deals for Home usersGreat Deals for Home users• Mozy.com and Carbonite.com

$5/ f li it d t– $5/mo for unlimited storage

• i-Drive.com– Family Plan – 5 PCs or Macs– $150 per year for up to 500GB total storage

Internet BackupInternet Backup

Business users pay per GBBusiness users pay per GB– Barracuda.com $50 per mo for <100GB

• Requires a Barracuda Backup Server ($800+)• Requires a Barracuda Backup Server ($800+)

– Carbonite.com $50 per mo for 50-100GBMozy com $57 per mo for 100GB– Mozy.com $57 per mo for 100GB

– Acronis.com $500 per year for 1,000GB!• That’s < 5 cents per GB per month!• That s < 5 cents per GB per month!

OakTree StorageOakTree Storage

Internet Backup Specialized for DolphinInternet Backup Specialized for Dolphin Users

• Help setting up backup• Help setting up backup• Unlimited Retention of Dolphin Images• Active Monitoring• Disaster Recovery Servicey• www.OakTreeStorage.com/Dolphin

Internet Backup SummaryInternet Backup Summary

• Backup goes to the Internet to be stored• Backup goes to the Internet to be stored• Can supplement or replace a traditional

Pl th l f th Off it b k• Plays the role of the Offsite backup• Fee based service• What will you do when you need it all

back at once?• Not a solution for everyone I think

Steve’s ChoiceSteve s Choice

• One Large 2TB drive connected by eSATAOne Large 2TB drive connected by eSATA• Five Portable 500GB USB drives as Offsite

OrOr• Internet Backup Solution if appropriate• Acronis Backup & Recovery Server Software• Acronis Backup & Recovery Server Software

– Full Backups only, no incrementals

• Acronis Workstation on Key PCs• Acronis Workstation on Key PCs– Backed up Monthly

• Monitor and Test them routinely!• Monitor and Test them routinely!

Thank You!Thank You!

steve@mmeconsulting.com

Presentation Online atlti / t tiwww.mmeconsulting.com/presentations

See you at the AAO in Chicago!