Cloud Backup Basics: How Often Should Healthcare Providers Backup Data

When cloud capabilities first hit the scene there was, understandably, a lot of skepticism and concern about the security of data stored not just off-site but “in the cloud.” Now that most people have a firmer grasp on what the cloud is and how working with a third-party cloud service provider can actually improve security and reliability while cutting costs, widespread adoption is common.

In fact, the SaaS model, which has seen adoption rates soar by 1,275% since 2015 hinges on cloud delivery. You’re probably using several applications that rely on cloud storage already. But, just because you're using cloud based software it doesn’t mean your vital data and files are being backed up properly. While backing up data is likely part of your disaster recovery and business continuity plan, do you know how often you should be backing up that data and how cloud services providers can help with cloud backup?

Quick Links

• What is Cloud Backup?
• Why Medical Offices and Dental Practices Need to Back Up Data
• How Cloud Backup Works
• Cloud Backup and HIPAA Compliance
• How Often Should Medical Offices and Dental Practices BackUp Data

What is Cloud Backup?

Traditional data backup methods rely on storage devices, often disks, stored on-site. Cloud backup, in contrast, backs up data to an off-site storage system maintained by a third-party provider or data center.

Cloud backup solutions provide users with greater flexibility, scalability, and reliability which are required for protecting important data from potential disasters or other unexpected problems. Additionally, cloud backup solutions are designed to be secure, efficient, and cost effective, ensuring data is both safe and accessible whenever needed.

Why Medical Offices and Dental Practices Need to Back Up Data

Across the board, backing up data is vital for all businesses. Medical offices and dental practices are no different and need to back up data for a variety of important reasons.

To start, it’s essential to store electronic health records (EHR) securely and protect them from any potential malicious acts or accidental damage. HIPAA has strict rules about data storage and security so working with a HIPAA compliant cloud backup provider who also has healthcare experience is important.

While HIPAA itself doesn’t have data retention rules related to EHR, states do. HIPAA compliance does, however, have other data retention requirements and so ensuring you have secured your data as well as your access to it is crucial for both compliance and business continuity. Cloud backup is the perfect solution for those needs.

How Cloud Backup Works

Cloud storage works much like traditional data storage methods in that, as an end user, you won’t even notice it (except when you need it most). In fact, these days, other than items stored on your personal devices, much of your data is likely stored in the cloud. And, even when it comes to local storage, most of that data is still backed up in the cloud.

Cloud backup securely stores data on remote servers, often off-site, from the user's physical location. Through the use of secure encryption algorithms, the user's data can then be protected from both physical and cyber threats.

One of the major benefits of cloud backup is in how it works. In addition to the off-site aspect that functions like a safe deposit box, data is typically split into small pieces and spread across multiple nodes within a network. This means faster access times and better reliability since if one node fails, only a small portion of data may be affected rather than a catastrophic failure resulting from a single source or server failing. Furthermore, each piece of data stored on each node is encrypted using a unique key so it cannot be accessed or modified by anyone other than approved users.

Additionally, many services provide automated backup services, so users can schedule regular backups with minimal effort and without risking human error, discovered only when you need that data.

And, when working with a cloud backup provider, they’ve typically taken all of the measures you both need to ensure the ongoing availability and security of the data. In the hands of a small dental practice or medical office, the costs of these protections could be cumbersome and stifle investment elsewhere. Instead, a cloud backup provider can ensure necessary redundancies, network reliability, as well as more advanced safety features, both physical and logical.

Cloud Backup and HIPAA Compliance

As we said, cloud services were initially met with user hesitation, but cloud storage and backup is one of the best technologies at your disposal to ensure the safety of your data and meet the HIPAA compliance requirements. 

What Does HIPAA Require of Data Backups?

HIPAA lays out some pretty clear guidelines for how you need to manage your data, especially when it comes to data backup and recovery. Because the process of backing up your data involves data in transit and data in storage, HIPAA compliant backups must be mindful of security for both types of data usage.

Specifically, HIPAA compliance, as it relates to data, and data storage, requires attention to both physical and logical security. For physical security, stored data must have:

• Perimeter security – Data centers, where servers and network hardware are kept, must be physically secure. Those security measures should include 24/7/365 manned security presence to monitor all access to the facilities. 
• Access controls – In addition to perimeter security which limits building access, robust security measures, such as trackable keycard access to rooms where any devices or servers are kept. 

For logical security, HIPAA requires:

• User account control – Access levels and controls are vital to HIPAA compliance and security. Following the principle of least privilege, only authorized users should have access to HIPAA data.

• Auditable logs – Being able to provide audit trails for data access is essential should there be unauthorized access or a data leak of any kind. Tamperproof automated logging creates reliable audit trails.

• Data transfers – All data in transit must be encrypted to defend against unauthorized access. This includes data transmitted for storage or backup. 
• Data encryption – To be considered HIPAA compliant, stored data must be encrypted using 256-bit AES encryption and accessed via a two-factor authentication mechanism. This includes backups, which should be encrypted when they are created.
• Data redundancy – HIPAA compliance requires that you have multiple copies of your data, ideally in multiple storage locations to ensure its reliability, accessibility, and safety at all times. Should a disaster strike onsite, or a server fail, your cloud services data center must be able to push the data elsewhere to ensure it remains accessible.
• System monitoring – Monitoring your network and system must be ongoing. You must be able to verify that backups are running as scheduled and alert technical support teams if there are issues. Additionally, you’ll want to find a cloud partner who is proactively monitoring for storage and access issues so that upgrades happen before you need them and service is impacted.

This is why, as we noted above, having a data center and cloud partner who is well-versed in HIPAA compliance requirements and the healthcare space is beneficial. You get all the support and expertise of IT experts, while benefiting from that authority and experience through a healthcare lens. 

How Often Should Medical Offices and Dental Practices BackUp Data

It’s indisputable that your data is essential and every patient deserves to have that data stored securely and accessible when you need it to provide treatment and care. The rule of thumb for backups is that if it’s important, if it’s business critical, you want to back it up more often.

In the healthcare space, you’re seeing patients daily and updating information, for some patients, just as regularly. Your backup schedule should reflect that. For that reason, it’s recommended that you backup your data every night and then once weekly. The best times for those backups are after business hours.

If you’re working with a cloud services provider who is providing cloud backup, you can automate this process to be sure your data backups happen on schedule. iCoreCloud, the encrypted HIPAA compliant cloud backup from iCoreConnect, can ensure your backups happen as scheduled and your data is secure and accessible.

In an era when threats against healthcare are increasing, and the potential to lose access to your data via ransomware is an evolving threat, having a team on your side who understands the IT, security, and healthcare landscape is essential.

If you’d like to see what iCoreCloud, and that team, can do for you, reach out to us today and let’s get started!