How do I backup data in eNICQ 5? (End-User)

To prevent data loss, the eNICQ 5 database should be backed up on a regular basis according to your organization’s IT policies and procedures.  The Vermont Oxford Network recommends daily backup of the eNICQ 5 database.  

Your backup plan will depend on where the database is hosted.  If you are uncertain where the database resides, click Options on the Tools menu, then click the Database tab.  The database location will be listed there.

 

If your database is hosted on a server on SQL Server Standard or Enterprise Edition:

The backup feature is primarily intended for installations using a locally hosted SQL Server Express.

If your hospital is using a full version of SQL Server®, there should be no need to use the "Backup Database" feature in the eNICQ application.  Instead, your Database Administrator will be responsible for scheduling the backups directly from SQL Server®.  Contact your IT department to review a backup plan for the eNICQ 5 database in accordance with your IT department’s policies.  

You may want to use the Disable Backup option in eNICQ 5 when backups are being handled by your center’s Database Administration team.  This will prevent eNICQ from generating backup alerts.

 

 

If your database is hosted locally on SQL Server Express Edition:

Backup configuration for a locally hosted SQL Server Express Edition should be completed in consultation with your IT department.  Technical assistance may be required to answer some of the questions and perform some of the steps necessary for backup configuration.  

Experience has shown that most end-users won't have the necessary permissions or skills to complete some of the system-level configurations necessary to backup to a server location.  A separate knowledge base article for IT professionals is available to explain that aspect of backup configuration.

1. To configure the eNICQ 5 application for backup, click Options on the Tools menu.  The Backup tab allows you to enter the Backup File Location where backup files of your data will be stored when the Backup Database option is accessed from the Tools menu. 

2. Enter a full Uniform Naming Convention (UNC) path into the Backup File Location on the Backup tab.  This path must be accessible to the machine that SQL Server Express® is installed on.  This path should also point to a location that will be a safe place for the database backup to be stored, such as a network drive that is subject to regular backups.  If you unsure what an appropriate UNC path would be, please consult your local IT staff.  (An example of a UNC path’s format would be:   \\Computer Name\Shared Folder\eNICQ)

3. Confirm that the computer account of the machine that SQL Server Express® is installed on has read and write access to the location identified by your UNC path.  You can test this by clicking Test Backup.  If the backup fails, your local IT staff may need to grant additional rights to the machine that SQL Server Express® is installed on.

4. Browse to the location where you are storing backups to confirm that the backup file was successfully created.  If you are unable to create a backup file, please stop working in the eNICQ 5 application until this problem is resolved.

 

If you are unable to perform a backup with SQL Server® Express:

Ideally, we advise that you not use the software until an adequate backup plan is in place.  If you cannot arrange for an adequate backup plan, having a minimal backup is better than having no backup at all.  Please see the document “Moving the eNICQ 5 Database” at www.vtoxford.org/enicq for information on how to output patient records and audit logs from eNICQ to a text file.  If you are operating without IT support, this is a way you can move your center’s infant data to a secure location.  Please note that text files will contain PHI and should be handled according to all relevant policies.

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Comments

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    Ted Kreider

    NOTE: we could use a new bridge document on the subject of backups, something that serves as a lead in to discussions about moving the db to a server, or doing work arounds to get Express to actually back up, and that as a last resort tells them that they can use the CSV file save...