Strategies for Safeguarding Essential Data

It doesn’t require a Katrina sized hurricane or a Cedar Rapids flood to create a data disaster. Even the most reliable servers have hard disks that eventually wear out. A leaky roof, a closet fire next door, or even a patient sneaking a cigarette under a smoke detector can leave sensitive equipment soaked and out of service. While taking steps to prevent problems is prudent, it’s also wise to have plans in place to help you retrieve vital patient files, reimbursement data and other essential information if the unexpected happens. Fortunately, disaster recovery is one area where technology can offer plenty of solutions to help you stay a step ahead of trouble. “Backup, of course, is the first step in being prepared,” said Donald Porterfield, senior hardware customer support service specialist for FlexMedical. “It’s good to have a separate internal hard drive for backup, plus tapes, CDs, DVDs, or a USB key drive that you can take off site on a rotating basis and store in a bank safe deposit box or other safe place. However, you do need to follow through. Someone has to remember to do the backups and take them off premises on schedule. “You can also subscribe to online backup services that can be automated so that the backups get done even if your office staff gets busy and forgets.” Another basic is an uninterruptible power supply with battery backup. “If power goes out, you won’t lose the data you’ve input since the last save. You can finish the paperwork for patients who are already in your office and save it. You also don’t have to worry about a sudden outage corrupting data. “A good surge suppressor is another wise investment to protect your equipment from lightening and line surges,” said Porterfield. “For security to protect sensitive files, you’ll want to keep your passwords protected and up to date. There are also a lot of viruses, spyware and malware out there, so it’s important to have good fire walls and virus checkers and to update them often.” July 2008