Contents - Index

Back Up Podware

It is very important to back up Podware because it contains vital information about your patients, their treatments and your practice.

The Need for Backup
What is Data Backup?
What is the Best Data Backup Option for Me?
When should I back up my data?
How do I do a BackUp?
Back Up Software

The Need for Backup
We hear about it every day, someone loses everything on their computer and they have no backup to restore their files from. Whether it be a system crash, a computer virus, physical damage to the computer or some combination, there are many things that can happen to your computer that can cause in loss of your data. It is not a matter of 'if disaster strikes' - rather it is a matter of 'when disaster strikes'. 
Whatever you use the computer for, business, writing, personal affairs, photo storing, there are things on your computer that you just do not want to lose should the worst happen.
If the data are really important, do multiple backups. 
Some people take one copy of the backup to an off premise location, in case there is a fire, a theft or some other catastrophe
Data backup is easy to do and can save you great amounts of time as well as ensure that your data is secure in the case of disaster. Data recovery is a very difficult, time consuming and expensive process, and it is not even assured that you will be able to recover your data from a system crash.
While ultimately you can almost always recover your files through data recovery or something of the like, this is a very time-consuming and expensive process and one that you cannot perform yourself unless you are an experienced computer programmer.

What is Data Backup?
Data backup involves the storing of files from your computer in another location. In this way, if there is ever any loss of data on your primary machine, you still have your data in backup in order to restore those files. In the world of computers loss of data can be devastating, and while there are possibilities for recovery of data after a disaster it is far easier to restore your files from backup than to attempt to find your data on a crashed hard drive.
Backup provides an easy solution. Having your files in backup apart from your computer allows you to restore your files in minutes should the worst happen to you. Backup allows you to keep your important data in reserve in a place that is separate from your computer so that no matter what happens to your hard disk your files are all in safe backup.

What is the Best Data Backup Option for Me?
One of the most powerful new data backup utilities is the key drive (Flash Drive). These key-chain sized drives can hold up to a gigabyte more of data, depending upon the size purchased, and will not scratch or damage as easily as a floppy disk or even a CD-ROM or DVD-ROM. You can purchase a key drive for as little as £5, and it will plug directly into you computer and be able to be immediately be used.
If you want to back up more than a few gigabytes of data then an external USB Hard Drive may suit you. These devices simply plug into a USB port on your computer, can store up to 180 gigabytes of data and you can take them 'off premises'.

When should I back up my data?
As frequently as possible, but to be realistic you should back up your data after every clinical session's records have been written. Disaster can strike at any time and it is better to only have to write up a few records rather than several days' worth so we'd recommend at least backing up mid-day and end-of-day. 
At we recommend that as a minimum you back up your vital data to an external hard drive or a flash drive every day. But don't just leave the drive sitting next to your computer- take it off premises so that if there's a fire or a break-in you won't lose your backup too!

How do I do a BackUp?

There is an easy to use backup facility with Podware. 
To use open Podware and got to the System tab, click Backup and follow the instructions.
IMPORTANT: when choosing a drive/folder to store the back up to do NOT use the existing Podware4 folder  (C:\Podware4) or any location on your computer's C drive. Always use an external drive OR a cloud drive such as Google, OneDrive, DropBox or any cloud storage.

Alternatively you can do a manual backup:

1. Plug in your flash drive or removable hard drive
2. Click Start > My Computer
3. Navigate to the Podware4 folder in your C drive 
4. Right click the Podware4 folder
5. Choose 'Send To'
6. Click the location that describes your removable drive. e.g. 'Removable Disk (E :)' 
The whole Podware4 folder should copy accross to your removable drive or cloud storage. 

This is a fairly simple method however it only backs up your Podware  files. All vital files on your computer and any files linked to Podware should be backed up regularly to prevent loss of data.

Back Up Software
There are software programs specially designed to help you back up your data.
Some versions of Windows come with backup software already installed. It can usually be accessed by clicking Start > Program Files > Accessories > System Tools > Backup.
More information about Windows  backup utility.

There are also lots of specialised Backup software programmes on the internet. Just do a search for 'Backup Utilities'