Why are backups so important?
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EXACT has built-in capabilities to perform a backup each time a user exits the program. We recommend running a backup of your EXACT data at the end of each working day. The in-built backup process makes a copy of the EXACT database on the local workstation (or an external drive).
Each workstation can store one copy of the data, so it could be advisable to cycle through different workstations each day. Also, make sure your offsite backup (i.e Cloud) stores multiple days of data in case of corruption is not discovered for a few days.
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While this Important Note:
While the built-in backup will provide some protection, the EXACT network backup does not cover you for Practice backup is only part of a robust backup protocol. We recommend cloud backups to protect your data from catastrophes such as fire, flooding or theft. This is why cloud backups are recommended. You will need
Ask your IT provider to configure your cloud backup software to copy the network backup data and not your live data. This is due to ongoing EXACT processes like online bookings/payments and the Patient Portal Forms where the EXACT system needs to be accessible 24 hours a day. Each workstation can store one copy of the data, so it could be advisable to cycle through different workstations each day. Also, make sure your offsite backup (i. e Cloud) stores multiple days of data in case of corruption is not discovered for a few days.
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Setting up an EXACT EXACT network backup on exit
Go to Configure then Computer Settings. (Security Permissions required)
From the screen below click on the “Prompt for Backup on exit”.
This will prompt you to select a location where the backup will be located.
A folder will be created in the selected location called databackup. Make sure that the location has enough space to perform the backup otherwise it may affect the performance of your computer.
You can also select an external backup device which can then be taken away from the practice.
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6. You also have the option to backup subdirectories.
With this ticked, as well as the backup copying the default files (EXACT database, FS5 & IDX files) it will
back up the We recommend you also tick Backup sub-directories to ensure the backup copies folders that contain X-rays, Patient Contacts, scanned and imported filesdocuments, Completed completed Patient
Portal & and Clinipad forms, email attachments and letter templates. These additional folders usually make
up 75%+ of the EXACT data folders size.
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Right-click the backup folder (i.e C:\DataBkup) and go to “properties”
Then on the security tab click “edit”, highlight “users” and tick the full control box to make sure all windows users can read/write to that folder.
Important Disclaimers regarding Backups
The dental practice is responsible for arranging, configuring, maintaining and testing a backup strategy.
The EXACT team cannot be held responsible for any backup negligence on the part of the practice, nor is The EXACT team responsible for ensuring that backup tapes are regularly checked for functional operation – this remains the responsibility of the dental practice or its associated IT services.
The practice and/ or its associated IT contractor is responsible for configuring, maintaining and testing a backup strategy.
The EXACT team cannot be held responsible for any negligence on the part of the practice.
The responsibility for third party backup technology remains with the dental practice and/ or its IT supplier.
The EXACT team is not responsible for ensuring that backup tapes are regularly checked for functional operation – this remains the responsibility of the dental practice and/ or its associated IT services.
The EXACT team takes no responsibility for any issues arising from a manual database restoration, and it is strongly recommended that you contact the Support Desk for help if you need to restore a database from a backup.
The EXACT team does not specifically recommend any third party backup software providers
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