An Ounce of Prevention: Prepare for Computer Failure
by Office of Technology Policy & Projects Staff
September 28, 2004 -- What would happen if your computer suddenly stopped working, and the diagnosis was that it would never work again? Would you lose critical personal and professional information? Would it seriously disrupt your practice? If so, it’s time to evaluate and update your data storage and backup procedures.
Unfortunately, computer failures are common, especially on older machines. Developing a comprehensive data storage and backup system is the key to protecting yourself in the event your computer fails.
Consider the following questions and answers in developing a plan to back up, restore and recover your data. For more information about the computer-related terms used in this article, consult a computer and internet glossary.
What Files or Programs Should I Back Up?
Focus on the documents and settings that are stored on your hard disk, the primary storage area of your computer. Regularly make backup copies of everything in the following folders:
-- C:\My Documents: It is a good idea to keep everything you create (text documents, spreadsheets, photos, databases, etc.) in this folder because it can be easier to back up your data if it is in one location. If you have practice or patient/client specific information on your computer, consider creating a special folder for that information inside your My Documents folder.
-- C:\Windows\Desktop
-- C:\Windows\StartMenu
-- C:\Windows\Favorites
-- C:\Windows\SendTo
-- C:\AllUsers\Desktop
-- C:\Windows\ApplicationData
If you have software-specific data folders, such as a folder where you keep your email messages, that are not included in the folders listed above, add them to the list of files to back up. If you have accounting or other practice management software, be sure to include the data files from these programs as well.
It’s not necessary to back up the entire hard drive. If your hard drive fails and you need to replace it, you can reinstall the operating system (e.g., Windows or Mac OS*) and much of the software from your existing CD-ROMs or floppy disks onto the new hard drive. Tip: Store software that you pay for and download from the Internet on a separate backup disk and label it with the account or registration information so that you can reinstall it if necessary.
How Often Should I Back Up the Hard Drive?
Back up your data regularly. A good rule of thumb is to back up after eight hours of computer use—once per day if you work on a computer all day long—so that at worst you might lose one day’s worth of work.
Where Should I Store Backed Up Data?
Three options for storing your data include:
-- Floppy Disks - Floppy disks are easy to use, but do not hold very much data. If you are backing up a limited amount of data (less than 4 megabytes), consider rotating and reusing two sets of floppy disks, labeling them with the backup date and backing up to the disk with the oldest information first. Check to see if your operating system provides a software program to facilitate the backup process. If you are backing up more than 4 megabytes, consider one of the other options listed below.
-- Zip Disks - Zip disks hold either 100 Mb or 250 Mb of data. The backup process is quick and the Zip Disks can be reused and relabeled. To use this method of back up, you need to purchase a special Zip disk drive, special Zip disks, and backup software. Though this solution requires purchasing and installing new hardware and software, once the system is up and working the backup process can be automated, making Zip drives the easiest system to use and maintain.
-- CD-R or CD-RW disks - CD-R (CD Read) compact disks can have data written to them one time. The data can be removed, but it can’t be altered or added to. This means you have to use a new disk every time you back up data. A better option for back ups is a CD-RW (CD Read-Write) disk, which are reusable and can have data written to them more than once. If you have a CD-RW drive, it likely came with software to help manage the backup process; read and follow the instructions. This solution is the fastest and if your computer already has a CD-RW drive, it requires only purchasing CD-R or CD-RW disks. A drawback is that you may not be able to automate the backup process.
How Can I Restore My System?
Whether you need to buy a new computer or have the hard drive replaced on the system that failed, take the following steps to restore your computer system and your data:
- Install your operating system, making sure all settings are at the factory defaults (your computer likely came with a disk that will automatically recreate these settings for you).
- Install any additional software you have on CDs or floppy disks.
- Reinstall any software that you purchased from the Internet and have on back up disks.
- Fully restore the data from your most recent regularly scheduled backup. Run the same software program you used to create the backup, except this time instead of choosing the “backup” option, choose the “restore” option and opt to restore everything to its original location.
- Reinstall any free software you downloaded from the Internet.
Can I Recover Data that I Didn’t Back Up?
If your computer dies and you were not using a backup procedure, you still have options. If the computer itself is intact and has not been physically damaged, the data that was saved to your hard drive(s) can likely be retrieved and transferred to a new computer. This process is called “data-recovery.”
Data recovery requires a skilled computer technician to remove the hard drive(s) from the damaged computer, connect the drive(s) to a data-recovery system, and copy the data from the damaged drive(s) to another new disk drive or other data storage system (e.g., CD, Zip disk or floppy disk).
Most local computer repair stores provide data recovery services. Cost will vary depending on the kind of problem that crashed your computer, and the amount of data to be recovered.
What About Patient Data?
If you hire a computer repair store to recover patient information (e.g., notes, records, reports, etc.) that qualifies as private personally identifiable health information under the HIPAA Privacy Rule, consider asking the store to sign a Business Associates Agreement requiring it to conform with HIPAA requirements. This will contractually require the store to treat the information as private and confidential. Learn more about HIPAA Compliance and the Privacy Rule.
Beginning in April 2005, when the HIPAA Security Rule goes into effect, practitioners will likely have to store backed up computer files in a secure location. Information about complying with the HIPAA Security Rule will be available from the APA Practice Organization later this year.
*Note to Macintosh (Apple) Users: Apple recommends using a particular software program to manage the backup process. More information can be found at www.apple.com.
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