Chemocare & Supporting Systems

Backup Schedule
Document Information
Prepared for: All Clients
Prepared by: Stephen Coughlin
Date: 14/01/2014
Reference no: 1.0 (Please quote this number on all documentation relating to
this proposal)
Classification Restricted

Contact Details:
For further information, please contact:
Stephen Coughlin, Sql Developer, CIS Oncology
The Innovation Centre, NISP, Queen’s Road, Queen’s Island, Belfast BT3 9DT
T:+44(0)2895 600831 F:+44(0)2895 600865 info@cis-healthcare.com

Classification: Confidential
© CIS Healthcare 2018. Commercial-in-Confidence.
The information contained in this document is confidential and proprietary to CIS Healthcare Limited. It shall not be disclosed, duplicated or
used, in whole or in part, for any purpose without the prior written consent of the Company.
Document Control
Prepared for: All Clients
Title: Chemocare Backup Schedule
Author: Stephen Coughlin
Reference: BACKUP-1.0

Change History
Version Date Author/Editor Details of change
1.0 14/01/2014 SC Initial Version
2.0 17/01/2014 SC Rebuild Indexes Added

Statement of Confidentiality
In preparing this document, CIS Oncology has included certain proprietary information containing
certain business and trade secret information. By creating this document, CIS Oncology does not
waive any of its rights to maintain confidentiality of such information and CIS Oncology requests that the
Authority maintains confidentiality of this document and the information contained therein.
CIS Oncology acknowledges that the Authority may be bound by the Freedom of Information Act 2000
(FOIA). CIS Oncology considers that the contents of this document are confidential and exempt from
disclosure pursuant to section 41 of the FOIA. The Authority should consult CIS Oncology before
making any disclosure of information relating to CIS Oncology under the FOIA. CIS Oncology pricing
information, methodologies, any solution or solution approach, as well as reference to CIS Oncology
clients and their projects are always considered by CIS Oncology to be exempt from disclosure by
virtue of section 41 and 43 of the FOIA, whether indicated or not.

© CIS Healthcare 2018. Commercial-in-Confidence.

CIS Oncology Document Approval
Name Position Signature Date

© CIS Healthcare 2018. Commercial-in-Confidence.

Contents

1 Chemocare Backup Schedule 5

1.1 Introduction 5
1.2 SQL Recovery Models 5
1.3 Recommendations 5

2 Full Backup Instructions (SQL 2005, 2008, 2012) 7

2.1 Full Data Backup 7
2.2 Transaction Log Backup 17
2.3 Common Backup Schedules 21

3 Other Maintenance Tasks 22

© CIS Healthcare 2018. Commercial-in-Confidence.

1 Chemocare Backup Schedule
1.1 Introduction
This document presents CIS Oncology recommendations for the minimum database backup and
maintenance activities that should be performed in SQL Server to protect Chemo Care’s data and keep
the system running smoothly. This document is for the benefit of customers and is supplied as a helpful
reference guide for the local IT department. This advice does not mean that CIS Oncology have any
responsibility for the general day to day maintenance of the underlying application and database servers.
The maintenance of the underlying architecture remains firmly the responsibility of the Trust.

1.2 SQL Recovery Models

Most Chemocare sites will have 3 separate environment, Chemo_Live, Chemo_Test, Chemo_Train.
Other support systems which might exist depending on individual site setup are Mirthdb and OmniAudit.
These should have the Recovery Models set as follows:-

 Chemo_Live – Full Recovery Model

 Chemo_Test – Simple Recovery Model
 Chemo_Train – Simple Recovery Model
 Mirthdb – Simple Recovery Model
 OmniAudit – Simple Recovery Model

The Simple Recovery Model is generally appropriate for the Chemo_Test, Chemo_Train, Mirthdb,
OmniAudit databases. However, for the Chemo_Live database, the best choice is typically the Full
Recovery Model. If configured correctly the Full Recovery Model will enable recovery of all data, recover
to point of failure and restore individual pages.

1.3 Recommendations

1. Create a Database Maintenance Plan that creates a Full Backup within SQL Server on a daily
basis which should be retained for a minimum of 4 days or more. All Backups should be
scheduled to run out of core operating hours.
2. Create another Database Maintenance Plan that creates a Transaction Log Backup within SQL
Server on regular intervals throughout the day. Depending on the throughput of the system these
intervals could range from 15 minutes to 1 hour or more. The greater the interval the greater the
loss of data if a database failure occurs. The Transaction Log Database Maintenance plan must
not be at run at the same time as the Full Backup plan.

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 Note – Transaction Log Backups tend to require a lot of space and can increase significantly in
size depending on what operations are being performed on the database. With this in mind always
ensure adequate drive space is available to perform these backups.

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2 Full Backup Instructions (SQL 2005, 2008, 2012)
2.1 Full Data Backup

 Ensure Sql Server Agent is turned on.

 Open the SQL Server Management Studio by choosing Start > Programs > Microsoft SQL
Server XXXX > SQL Server Management Studio.
 Expand Management and right-click Maintenance Plans. Choose Maintenance Plan Wizard

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  Click Next to proceed past the start page and to the first step of the wizard. Type a descriptive
name for your maintenance plan.

 Make sure Single schedule for the entire plan or no schedule is selected (we will use the same
schedule for all the tasks in this maintenance plan). Click the Change button to open the Job
Schedule Properties window.

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  Select Recurring for the Schedule type and select the Enabled check box. In the Frequency
section, select Occurs Daily and Recurs every 1 day. In the Daily frequency section, select a time
outside core operating hours, Click OK.

 Click Next to proceed to the Select Maintenance Tasks page.

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 In the Select Maintenance Tasks page, select Check Database Integrity, Shrink Database,
Reorganize Index, Back up Database (Full), Maintenance Cleanup Task and Clean Up
History. Click Next.

 On the Select Maintenance Task Order page, use the Move Up and Move Down buttons to
arrange the tasks in the following order and then click Next. 1.Shrink Database, 2.Reorganize
Index, 3.Check Database Integrity, 4.Back Up Database (Full), 5.Maintenance Cleanup Task,
6.Clean Up History.

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 On the Define Shrink Database Task page click the down-arrow to the right of Databases and
choose your databases from the list. Click OK to close the database selection window. Keep the
default values.

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  On the Define Reorganize Index Task page, choose your database from the list. Click OK to close
the database selection window. Keep all other default values. Click Next.(No Screenshot)
 On the Define Database Check Integrity Task page, choose your database from the list. Click OK
to close the database selection window. Keep all other default values. Click Next.(No Screenshot)
 On the Define Back Up Database (Full) Task page, click the down-arrow to the right of Databases
and choose your databases from the list. Click OK to close the database selection window.
Choose the media for the backup (i.e., Disk or Tape) and the location for the backup. Select Verify
backup integrity. Click Next.
 On the Define Maintenance Cleanup Task page, Select the backup folder location and Select
Include first level subfolders, accept all other defaults. Click Next.
 On the Define Cleanup Task page, accept all defaults. Click OK to close the database selection
window. Click Next.

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  On the Select Report Options page, you can choose to have the maintenance plan generate
reports. This is optional. Click Next.
 The final page of the wizard summarizes the Maintenance Plan and the tasks that will be run.
Please double check that the database(s) which are to be included in the backup plan are outlined
at this stage. Then Click Finish.

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  The Maintenance Plan Wizard checks the settings and then adds the job to the SQL Server Agent
Jobs and will run at the next scheduled time.

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2.2 Transaction Log Backup

To setup a Transaction log backup, create a separate Maintenance Plan. It is important to remember
that the Transaction Log Database Maintenance plan must not be run at the same time as the Full
Backup plan. Use the same steps as the Full Backup steps with the exception of changing the 1.
Selecting a different schedule (Which should be adequately resourced), 2. Select Maintenance Tasks
page, select Back Up Database (Transaction Log), Maintenance Cleanup Task, Clean Up History. All
other default options can be accepted.

Note – Only databases which are in Full Recovery Model will be able to perform a Transaction Backup.

 On the Select Maintenance Task Order page, use the Move Up and Move Down buttons to
arrange the tasks in the following order and then click Next. 1. Back Up Database (Transaction
Log), 2. Maintenance Cleanup Task, 3.Clean Up History.

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2.3 Common Backup Schedules

Generally Full Backups are scheduled to run anytime between 10pm and 6am on a daily basis. The
exact time to select depends on individual business needs, databases size and average duration time.
Enough time has to be allowed for the task to complete before the next task starts.

Generally Transaction Log Backups are scheduled to run at 15 minute intervals between core operating
hours. If the database has no activity outside core operating hours then there is really no need to have it
running at these times. It must not run when the Full Back is being run.

NOTE – If Transaction Log Backups are not being undertaken, special care has to be taken to ensure
that the database(s) log file(s) don’t grow larger than space currently available. If this happens the
system will start to experience critical write access errors.

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3 Other Maintenance Tasks
3.1 Rebuild Table Indexes
Depending on the throughput of the system, Indexes should be rebuilt when index fragmentation is
greater than 40%.The system DBA should be able monitor and determine when these should be done
since the Index rebuilding process uses more CPU and it locks the database resources. Maintenance
plans similar to the backup plans or Sql scripts can be used to perform this task. Whatever method is
chosen depends on the individual sites IT resources.

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