OCS Dental Graphic

Backup Options Recommended by OCS

last updated January 2008

The following explains advantages and disadvantages of different removable backup storage devices for your office. Office-Partner Dental Software has a built-in feature to help you protect your patient data. This feature helps you quickly and securely copy data stored in Office-Partner to a removable disk. The removable disks should be removed from your office or stored in a secure location each day after completing the backup routine.

Option #2 – Flash Drive (a.k.a. "thumb drive") 1 gigabyte capacity

Recommended for : Offices that use the computer primarily for Office-Partner Dental Software and occasionally uses other software that does not need to be protected from loss. An example may be documents created in Microsoft Word that are not of critical importance.

Advantages :

  • Plenty of capacity to backup up selected data on to one drive at a reasonable price (about $25 per drive).
  • Capacity is sufficient enough to backup Office-Partner files on to one drive.
  • Backup speed is excellent and swapping disks is not necessary.
  • Each removable disk (1 gigabyte) is relatively inexpensive at under 3 ˘ per megabyte.

Disadvantages :

  • May not have the capacity to backup all data of critical importance (created from other programs) on to one disk.

Option #2 – Removable Hard Disk

Recommended for : Offices that want a complete backup of everything on the computer. This includes the Windows operating system, all programs and all data files.

Advantages :

  • It is not necessary to select files for backup.
  • The hard disk drives (250 gigabytes or larger) have the capacity to include everything on the computer.
  • Should you add new programs, those will automatically be included in the backup process.
  • The cost-per-megabyte ratio (less than 1˘ per megabyte) is much cheaper than any other backup solution.
  • Quickest disaster recovery. This backup option provides the fastest and easiest way to restore (if needed), as it allows a complete restore of everything on the computer including the Microsoft Windows Operating System, all programs, and all data.

 Disadvantages :

  • Computer must be turned off when swapping between the drives. This is normally done once at the end of the day.
  • Drives are more expensive (under $200 each).
  • Backup of the complete drive takes time and must be scheduled to take place after hours, so the computer must be left on at night.
  • Drives must be handled with care. Dropping the drive, or exposing it to any extreme condition, will damage it beyond repair.

Option #3 - Online Backup Service - click here for more detailed information


  • Data is automatically sent to a remote secure off-site data center and then mirrored to a second site for added security.
  • Data is encrypted before it leaves your office.
  • No user intervention is required - backup is completed after hours
  • Eliminates staff time waiting for backups to complete.
  • Seven days of history are stored allowing recovery of older files if needed.
  • Removing drives from your office is not necessary.


  • Restoring data is slower.
  • Program files may need to be reinstalled.
  • Requires DSL or Cable Broadband Internet connection.

The best backup solution for offices concerned about data recovery is a combination of both the flash drives and the removable hard disk drives.  

    • Backup your Office-Partner data onto flash disks every night.
    • Rotate the flash disks so that you are using a separate drive for each day of the week that your office is open.
    • Use a separate set of drive for the month-end backup.
    • Label disks carefully.
    • Add a scheduled nightly backup of all data and programs to either the removable hard disk drive or carefully selected files to a flash drive. Rotate the removable hard disk drive at least once a week.
    • Always remove flash backup disks from the office each day.  

Recommended storage of files created in other programs such as Microsoft Word, Microsoft Excel, Quicken and QuickBooks:  

When saving your data files created other programs (not Office-Partner), we recommend that you save them in subfolders created under “My Documents”. Doing so, will make it easier to create a backup routine that will include the folder “My Documents” and all of its subfolders.

Example: for Microsoft Word documents you could have a subfolder under “My Documents” named “Word Documents” which would contain the letters you have created. For Quicken you could have a subfolder named “Quicken Files”. For more information, refer to the program documentation and look for the subject “saving your work”.

OCS Dental Software Logo


copyright 2008 Office Computer Systems, Inc