Disaster Preparation Plan (DPP)

Transcription

1 Vision 3 Disaster Preparation Plan (DPP) INPS Copyright INPS Ltd The Bread Factory, 1A Broughton Street, Battersea, London, SW8 3QJ T: +44 (0) F:+44 (0) W:

2 Table of Editions and Contents Date Version Contents Output 06/12/ First Draft Docx & PDF 06/12/ VBC details added Docx & PDF 17/01/ Review AGLE and JDES, remove references to Modem, backing up Registry and Write, change anti-virus update to daily, add Appointment backup timing Note, replace reference to Disk with Media, add advice re magnetic fields and Active Directory backup. 23/01/ VES related links added to Introduction and VES instructions added to Appointment Back up Docx & PDF Docx & PDF 2012 INPS All Rights Reserved. No part of this document may be photocopied, reproduced, stored in a retrieval system or transmitted in any form or by any means, whether electronic, mechanical, or otherwise, without the prior written permission of INPS. No warranty of accuracy is given concerning the contents of the information contained in this publication. To the extent permitted by law, no liability (including liability to any person by reason of negligence) will be accepted by INPS, its subsidiaries or employees for any direct or indirect loss or damage caused by omissions from or inaccuracies in this document. INPS reserves the right to change without notice the contents of this publication and the software to which it relates. Product and company names herein may be the trademarks of their respective owners. 2 Vision 3

3 Contents DISASTER PREPARATION PLAN (DPP) 1 Introduction 1 What is a Disaster? 1 What is Disaster Preparation Planning? 1 Key Elements of a Disaster Preparation Plan (DPP) 2 The Disaster Preparation Planning 2 Hardware Protection 2 Equipment to Protect Hardware 2 Risks of Theft 3 Other Hardware Issues 3 Regular Maintenance of Software 3 Disaster Planning - Tell Your Staff 4 Plan How to Manage If Disaster Strikes 4 Maintaining Patient Registration 4 Maintaining Patient Clinical Records 5 Maintaining Appointments 5 Maintaining Other Practice information 7 A Sound Backup Strategy 8 Regular Backups 8 Is Your Backup Working Properly? 9 Off-site Storage of Backups 9 Vision Business Continuity 9 Effective DPP management 10 Appendix 1 11 Tape Verification Service 11 System Health Check 11 Appendix 2 Example Manual Data Recording Sheets 12 New Patient Registration Records 12 Patient Removal Records 13 Change of Name and Address 14 Repeat Therapy Records 15 Clinical Records 16 Acute Therapy Records 17 Vision 3 23/01/2012 i

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5 Disaster Preparation Plan (DPP) Introduction What is a Disaster? What is a disaster? A disaster is any event that interrupts a practice's computer operations. When a network server fails, due to human error, hardware failure or a major disaster, the system must be carefully recovered before the applications and backed up data can be restored. What is Disaster Preparation Planning? Disaster Preparation Planning is the implementation of strategies and procedures that minimise damage in the event a catastrophe destroys your data. While precautions can be taken to minimise the effects of this type of occurrence (UPS devices, password protection, and so forth), unfortunately there is nothing that can safeguard your data 100 per cent. The purpose of a Disaster Preparation Plan (DPP) is to return to an operational status as quickly as possible. This guide sets out some ideas for Disaster Preparation Planning. The majority of the information contained in this guide relates to Local Area Network (LAN) practices only, however the following sections also relate to practices with a managed server: Maintaining Records (See Plan How to Manage If Disaster Strikes on page 4) Vision Business Continuity (see Vision Business Continuity on page 9) Important - Should the worst happen, a telephone call to the Help Line should be one of your first actions, they can advise you on what you need to do. Disaster Preparation Plan (DPP) 1

6 Key Elements of a Disaster Preparation Plan (DPP) The Disaster Preparation Plan The Disaster Preparation Plan (DPP) you put in place, in conjunction with your Backup Exec system, should be tailored to your network environment. While environments vary in different organisations, there are five elements to consider when creating a comprehensive DPP. They are: Hardware protection (see Hardware Protection on page 2) The ability to maintain the practice's operations during a disaster period until the server can be restored (see Plan How to Manage If Disaster Strikes on page 4) A sound backup strategy (see A Sound Backup Strategy on page 8) Off-site storage of backups ( see Off-site Storage of Backups on page 9) Effective DPP management (see Effective DPP management on page 10) Of course, many of these are bound up with basic information security strategies which should already be running at your practice. Hardware Protection The hardware devices on your network (CPUs, drives, video) are susceptible to damage from many disaster situations. Equipment to Protect Hardware Here is a list of equipment most often used today to protect hardware: Uninterruptable power suppliers (UPS) Note You need to change UPS batteries every three years. Surge protectors Security monitoring devices If you do not already have these items in place, you should consider installing them. The initial investment could be justified many times over in the event of a disaster. 2 Vision 3

7 Risks of Theft You should consider minimising the risks of theft of your computer by taking sensible precautions: Be aware of the problem of opportunistic theft although this is unlikely to be your file server, computers and particularly laptops in consulting rooms left unattended for a few moments are vulnerable. Make sure you know who all visitors are. Patients should be booked in, and other visitors supervised. Your reception area should as far as possible not have visible computer terminals. Screen computers with filing cabinets, screens etc in order to hide the machines. Security mark your machines, this can help in recovery. Lock up the surgery premises properly. Install burglar alarms, security grilles, lockable shutters etc. Physically bolt your computers down to the desk and chain the monitor. Computer suppliers have a range of products available. Consider purchasing an audible alarm which is triggered by a motion detector. Chassis locks can prevent the computer case being opened easily, so preventing chip thefts. Keys should be held by the practice manager. Other Hardware Issues Never move a computer when it might be writing to disk. The safest approach is to avoid moving it at all while switched on. Ban the use of drinks near the computer or keyboard. Don t trail cables, which could accidentally pull out a plug. Don't try to mend equipment yourself get expert help. Don't place the computer next to radiators, water pipes and other sources of heat or dampness. Regular Maintenance of Software Use a computer anti-virus program. This should be configured to update at least daily to cope with new viruses. Regular checks (at least monthly) of the anti-virus software should be performed to ensure that tables are being updated Do carefully check any media (disks, CD-ROMs, USB drives etc) coming into the practice for viruses, no matter where it has come from. Some practices have a "quarantine PC" often known as a sheep dip pc, which is totally isolated from any other computer. Disaster Preparation Plan (DPP) 3

8 The quarantine PC can be used to test all media (data and software) for viruses. Don't use non-standard software from magazine covers, friends, clubs, etc. Regularly back up your files and keep the copies safe off-site (see A Sound Backup Strategy on page 8). Password protect your data. Password lists should not be stuck up on notice boards! Regularly run hard-drive maintenance tools, particularly surface scans, and defragmentation routines. This helps to avoid writing to damaged disk sectors. Discourage staff from tinkering with the program files. Screensavers in Vision are compulsory and blank the screen after a short time interval. Where possible, archive material from the hard disk. Delete duplicated documents from a word processing package and zip up other large word-processing documents. A "Disk Full" message could mean disaster. Keep all computer media in an organised way in a safe place, locked away in storage boxes. Don't leave them by the computer. Join the Tape Verification Service (See Tape Verification Service on Page 11). Book an annual System Health Check. (See System Health Check on page 11). Disaster Planning - Tell Your Staff Run training sessions to make sure all your GPs and staff are aware of what to do if a disaster occurs. Some may be allocated specific tasks, such as recording new patient registrations. Emphasise that EVERYONE IS RESPONSBLE FOR INFORMATION SECURITY. But don't make your security so rigid that it causes inflexibility. Plan How to Manage If Disaster Strikes Make sure that proper precautions are taken by everyone to implement plans for network interruptions. For example, the phones in Reception won't stop ringing because the server is down, so prescriptions may have to be hand-written until the server is up again. Each department should work out strategies for such occurrences. If the proper precautions are taken, the server can be rebuilt quickly and operations can still continue. Maintaining Patient Registration Staff should be allocated to keep a manual record of all new patient registrations, transfers out, and amendment to registration such as address changes. These all need to be entered once the computer is restored. Once functionality is restored, if 4 Vision 3

9 your practice runs Registration Links, a transmission must be run. See Appendix 2 Example Manual Data Recording Sheets on page 12 for example record sheets. Maintaining Patient Clinical Records All prescriptions, acute and repeat issues, have to be hand-written and a record kept of each. Reprinting each script as a duplication is one way to do this. Keep manual records of patient consultations. Some template sheets in columns headed with date, time, patient name, DOB, consultation details and outcome could be pre-printed and stored ready for hand-written entry. See Appendix 2 Example Manual Data Recording Sheets on page 12 for example record sheets. Maintaining Appointments Make sure that the backup facility within Appointments is switched on. We recommend that this is set up on at least two workstations: One of your regular Appointments workstations, if possible one directly connected to a printer. A Managers workstation. Appointment Back up for a LAN Practice To set a workstation to run the Appointments backup: 1. From Appointments Maintenance System Constants, select the Backup tab. Appointments Maintenance System Constants Backup tab 2. Complete the Backup tab as follows: From this workstation Tick the check box. Interval Set to 5 minutes on the Appointments workstation and 29 minutes on the Managers workstation. Disaster Preparation Plan (DPP) 5

10 Note - The Appointment backups should not run at the same time. File name Leave as default c:\appt_bak.txt. Backup days after today Set to 2 on the Appointments workstation (ie today and tomorrow) and 15 on the Managers workstation (ie today's and next 15 days' appointments). 3. Click OK to save and close. Important The workstation needs to be running in order to take the backup. If your whole system is down, providing you still have power, you can log in to the specified local machine to retrieve the backup. Note - You need the local Administrator password to log into the local machine. To print the appointment list, providing your local machine is attached directly to a printer: 1. Open a text editor such as WordPad (it may be too big for Notepad). 2. Select c:\appt_bak.txt and print. It is advisable to change the font to a nonproportional one, such as Courier, as this makes the tabulation of the appointment list clearer. If the local machine is not attached to a printer you can view the file but not print it. Appointment Back up for a Managed Server Practice (VES) To enable the back up of Appointments to a local drive you must first configure your remote desktop connection to view it. You can then configure the Appointments module to back up to the local desktop. To configure the remote desktop to view the local drive: 1. From the main Windows screen, right click on the Remote Desktop icon and select Edit. 2. The Remote Desktop Connection screen is displayed, select the Local Resources tab. 3. Tick Disk drives. 6 Vision 3

11 Remote Desktop Connection 4. Select the General tab and click Save As. 5. The file name Remote Vision.rdp should be displayed, click Save. 6. You are prompted to replace the existing file, click Yes. Once you have configured the Remote desktop you can configure the Appointments back up: 1. Login in to Vision from the machine you have configured and want to use for back up. 2. From Appointments Maintenance System Constants, select the Backup tab. 3. Complete the Backup tab as follows: From this workstation Tick the check box. Interval Set to 5 minutes on the Appointments workstation and 29 minutes on the Managers workstation. Note - The Appointment backups should not run at the same time. File name Change to \\tsclient\c\appt_bak.txt Backup days after today Set to 2 on the Appointments workstation (ie today and tomorrow) and 15 on the Managers workstation (ie today's and next 15 days' appointments). 4. Click OK to save and close. Maintaining Other Practice information This might include practice financial and personnel information. The practice manager should devise his or her own strategy for maintaining changes to these files while the system is down. Disaster Preparation Plan (DPP) 7

12 A Sound Backup Strategy Regular Backups Regularly backing up your files is perhaps the most important strategy. A welldesigned media rotation scheme (See Backup Exec Supplement) plays a key role in quickly restoring your file server. A media rotation scheme involves a DIFFERENT named tape for each day of the week: use Tape A on Monday, Tape B on Tuesday, Tape C on Wednesday, Tape D on Thursday. Tape F could be used for Saturday if you run Saturday surgeries. Tapes E, G and H are used on successive Fridays to provide weekly backups. Finally, Tapes I, J and K are monthly tapes, used on the last Friday of the month. Keeping a log book is a practical way of recording which tape was used. Most backups occur overnight. REMEMBER TO CHANGE THE TAPE EACH MORNING TO THE NEXT TAPE REQUIRED FOR THE NEXT NIGHT. The tape just backed up should then be moved off site. Important Backup tape are very sensitive to magnetic fields so, DO NOT place your backup tapes next to mobile phones (or in a handbag next to one), or in the door storage bins in a car (next to the speakers) as this can affect the data held on them. If you are storing them at home you should also avoid the television and microwave too. Apart from your Vision data, the most important thing on your system that should be backed up is the Active Directory (AD). In the case of a disaster without an AD backup, the domain, the users, the security would have to be manually rebuilt and then all the workstations would have to be physically added back onto the system. On a large site, this could mean several days engineering work. INPS already ensures that Backup Exec backups the AD. However, if the backup is not set up correctly, the AD may not be backed up. One of two different types of software can be used to ensure the correct backup of your AD: UMove This ensures a full and correctly checked copy of AD is taken once every Sunday morning. NTBackup This creates a backup of the c: drive, system state and the printing configurations. This is especially important on Terminal Server sites. To check for both UMove and NTBackup: 1. From the server, click on Start - Programs - Accessories - System Tools - Scheduled Tasks. 2. There is an entry for: UMove - Usually set for 11am Sundays. There is an output directory called "umove-bkup" (or similar) under the vision\data folder. In this should be a maximum of 3.BKF files. NTBackup Usually set for 10 or 11am on Sunday mornings. There is an \ntbackup folder on the s: drive, the t: drive or occasionally the d: drive. Inside this folder should be 3 files. Two are.bkf files and the third is a.cab file. If neither of these utilities is set up please contact the INPS Helpline. 8 Vision 3

13 Is Your Backup Working Properly? Don't assume that your backup is always working. Don't just assume that because the tape has ejected from the drive, that everything is OK. Check the Job Monitor in Backup Exec and consider signing up for the INPS Tape Verification Service (see Tape Verification Service on page 11). What you are looking for is a message of Successful in Job Monitor Job History - Job Status in conjunction with a daily increase in the number of bytes that have been backed up. Job History with Job Status Successful highlighted If there is a problem with your backup one of the following messages will appear in the Job Status column: Completed with exceptions, this means that some of the data was backed up but some was not. Please contact the INPS helpdesk if this happens as you want to make sure no vital data was missed. Failed, this means that for some reason the backup has completely failed to work. Please contact the INPS helpdesk if this happens as you want to make sure you have a restorable backup each night. Off-site Storage of Backups It is imperative that backed up data be moved off-site regularly. This ensures that if something happens to your facility, your backups are not destroyed. Depending on the importance of your data, you may choose to use several off-sites, with different members of staff or GPs. Storage areas should be cool, dry, away from magnetic fields and secure from theft. If your system is down, you need to ensure that the most recent backup is returned to the surgery so it is available for the Help Line or Engineering staff. As second best, storing the tapes within the surgery should only be done in a fireproof safe or secure cabinet. Vision Business Continuity Vision Business Continuity (VBC) is a service designed for practices whose clinical data is hosted within a remote data centre. It provides hosted practices with the ability to access their data in the unlikely event of Vision being unavailable. Any data entered whilst the link is down is then updated automatically when service is resumed. VBC is not designed to replace Vision, but it provides access to key clinical data in the event of hosted data not being available. Click Vision Business Continuity for more details. Disaster Preparation Plan (DPP) 9

14 Effective DPP management The last element and possibly the most important is proper management of your DPP strategy. A person or group of people should be charged with constantly supervising your practice's disaster preparation efforts. Someone should install and maintain hardware protection devices, make sure all departments have a plan if the server goes down temporarily, and make sure that backups are made and rotated off-site regularly. Also, it is a good idea to document your Disaster Preparation plan for reference purposes. Backup Exec plays a major role in your DPP by offering an easy, reliable way of backing up and restoring your files. It is beyond the scope of this document to describe what precautionary measures to take in order to make restoration as straightforward as possible in the event of a disaster. Please contact your Account Manager who can direct you to the recommended engineering solutions. 10 Vision 3

15 Appendix 1 Tape Verification Service If the worst happens, would your back-up tape provide a full restore? The Tape Verification Service from INPS provides assurance that, in the unfortunate event of a full system failure, your Vision system could be successfully restored. Key Features: Benefits: Full tape catalogue Complete Vision directory is restored Full verification report provided Return of tape by courier included Have confidence in the quality of your practice backups A key part of the practice disaster recovery plan Summary of Vision Integrity checks: Data restorability Vision Access The core Vision data Attachments, scanned document, photographs etc Correspondence, referral letters, etc Templates for practice letters Consultation Manager Registration Appointments Patient groups System Health Check These are carried out in practice by INPS Installation engineers. They check: The server(s) for correct configuration operation. The backup is running correctly and backing up all it should. This includes a manual backup and restore. The function of the UPS, including a controlled shutdown over the lunchtime period. Once the server(s) have been checked then the engineer looks at the GPC. Finally, if time is available, then the workstations are checked. This is done in order of preference as stated by the practice manager. Contact your Account Manager for further details of the above, or visit the VStore. Disaster Preparation Plan (DPP) 11

16 Appendix 2 Example Manual Data Recording Sheets (Please photocopy as required) New Patient Registration Records Surname Forename(s) Title Date of Birth Full Address (inc Postcode) NHS Number Date/Registered GP/Notes 12 Vision 3

17 Patient Removal Records Full Name Date of Birth Date Deducted Transfer Reason Disaster Preparation Plan (DPP) 13

18 Change of Name and Address Current Full Name and Address Date of Birth New Full Name and Address Reason 14 Vision 3

19 Repeat Therapy Records Surname and Initials Date of Birth Drug Name Form (eg Tabs) Strength Dosage Quantity Number of repeats Disaster Preparation Plan (DPP) 15

20 Clinical Records Full Name Date of Birth Consultation Details 16 Vision 3

21 Acute Therapy Records Surname and Initials Date of Birth Drug Name Form (eg Tabs) Strength Dosage Quantity Disaster Preparation Plan (DPP) 17