Hologic APEX Data Archiving User guide

APEX™ Data Archiving

Best Practices

Caution: Federal (U.S.A.) law restricts this device to sale by or on the order of a physician

(or properly licensed practitioner).

MAN-03906 Revision 005

APEX Data Archiving Best Practices

User Guide

Part Number MAN-03906

Revision 005

August 2015

Technical Support

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APEX Data Archiving Best Practices

MAN-03906 Revision 005 i

TableofContents

Overview ................................................................................................................. 1

Audience........................................................................................................................................1

Purpose...........................................................................................................................................1

Terminology..................................................................................................................................3

PartNumbers ................................................................................................................................4

UseCasesSummary ....................................................................................................................4

Use Case 1

Physician Office — 1 DXA, No Network: Minimal Cost .............................................................4

Use Case 2

Physician Office — 1 DXA, No Network: Some Cost, Some Work .............................................4

Use Case 3

Hospital — 1 DXA, Managed IT Network: No Cost .....................................................................5

Use Case 4

Hospital — 1 or more DXA, Managed Radiology Network: Some Cost .......................................5

UseCase1:

PhysicianOffice—1DXA,No Network:MinimalCost .....................................................6

IntheAPEXapplication ......................................................................................................................... 6

ArchiveScans .................................................................................................................................... 6

APEXSystemBackup....................................................................................................................... 7

UseCase2:

PhysicianOffice—1DXA,No Network:SomeCost,SomeWork ...................................7

Configuration........................................................................................................................................... 7

CreateFolders.................................................................................................................................... 7

ConfigureSetupintheAPEXApplication.................................................................................... 8

ArchivingScans ..................................................................................................................................... 11

PerforminganAPEXSystemBackup................................................................................................. 12

Windows7Backup............................................................................................................................... 13

CreateandScheduletheBackupoftheSecondDisk ................................................................ 13

Optional:

PerformOne‐timeCopyofLegacyArchiveMediatotheSeconddrive ...................................... 19

BestPractices ................................................................................................................................... 19

Procedure ......................................................................................................................................... 20

UseCase3:

Hospital—1DXA,ManagedITNetwork:No Cost ...........................................................22

ConfiguretheNetworkDrive.............................................................................................................. 22

InWindows...................................................................................................................................... 22

InAPEX ............................................................................................................................................ 22

APEX Data Archiving Best Practices

ii MAN-03906 Revision 005

PerformanAPEXSystemBackupWeeklytotheNetworkDrive ................................................. 26

InAPEX ............................................................................................................................................ 26

Optional:PerformOne‐timeCopyofLegacyArchiveMediatoaNetworkDrive..................... 27

InWindows...................................................................................................................................... 27

InAPEX ............................................................................................................................................ 28

UseCase4:

Hospital—1ormoreDXA,ManagedRadiologyNetwork:SomeCost.........................30

PatientscanswillbearchiveddailytoprimarylocationtoPACS................................................ 30

InAPEX ............................................................................................................................................ 30

PatientScanswillbeArchivedDailytoaSecondaryLocationtoaNetworkDrive................... 33

InWindows...................................................................................................................................... 33

InAPEX ............................................................................................................................................ 33

PerformanAPEXSystemBackupWeeklytoaNetworkDrive..................................................... 36

InWindows...................................................................................................................................... 36

InAPEX ............................................................................................................................................ 36

Optional:PerformOneTimeCopyofLegacyArchiveMediatoaNetworkDrive.................... 37

InWindows...................................................................................................................................... 37

InAPEX........................................................................................................................................... 38

APEX Data Archiving Best Practices

MAN-03906 Revision 005 iii

ListofFigures

Figure1:FoldersonSecondDisk..............................................................................................8

Figure2:SystemConfiguration.................................................................................................9

Figure3:NewLocation.............................................................................................................10

Figure4:AddNewLocation....................................................................................................11

Figure5:SelectingPrimaryDefaultLocation........................................................................11

Figure6:ArchiveScans.............................................................................................................12

Figure7:ClickOK......................................................................................................................12

Figure8:APEXSystemBackup ..............................................................................................13

Figure9:BackupLocation .......................................................................................................14

Figure10:BackupOptions.......................................................................................................15

Figure11:SelectSecondDisk...................................................................................................16

Figure12:ChangeSchedules....................................................................................................17

Figure13:SavingBackupSettings...........................................................................................18

Figure14:BackupandRestore.................................................................................................19

Figure15:DXAScansFolder...................................................................................................20

Figure16:AddaNewLocation ..............................................................................................21

Figure17:DefaultLocationOptions.......................................................................................21

Figure18:ArchiveTab .............................................................................................................23

Figure19:NewLocation ..........................................................................................................24

Figure20:AddNewLocation..................................................................................................25

Figure21:DefaultLocation ....................................................................................................25

Figure22:ArchiveLocation ..................................................................................................26

Figure23:SystemBackup.........................................................................................................27

Figure24:DXASCANSFolder................................................................................................28

Figure25:SystemConfiguration.............................................................................................29

Figure26:DefaultLocationOption.........................................................................................29

Figure27:DICOMSendDestination......................................................................................31

Figure28:QueryRetrieveProvider........................................................................................32

Figure29:AddNewProvider..................................................................................................33

Figure30:ArchiveTab .............................................................................................................34

Figure31:AddNewLocation .................................................................................................35

Figure32:LocationManagement ...........................................................................................35

Figure33:DefaultLocation......................................................................................................35

Figure34:ArchiveScans...........................................................................................................36

Figure35:DXASystemBackup .............................................................................................37

APEX Data Archiving Best Practices

iv MAN-03906 Revision 005

Figure36:CreatingaDXASCANSFolder.............................................................................38

Figure37:SystemConfiguration.............................................................................................39

Figure38:DefaultLocationSelection......................................................................................39

APEX Data Archiving Best Practices

Audience

MAN-03906 Revision 005 1

Overview

1 Audience

ThisdocumentexplainsHologicAPEXDataBackupBestPracticesand

includesrecommendationstohelpusersunderstandthecapabilitiesofthe

DXAproduct.

Thisdiscussionisintendedforthefollowingaudiences:

•DXAsupervisors

•ITmanagers

•PACSadministrators

• Accountsalesmanagers

•Salessupportspecialists

•Productmanagers

• Applicationspecialists

• Fieldserviceengineers

• Technicalsupport

• Trainingspecialists

•Biomedengineers

2 Purpose

Thisusecaseguidanceisintendedtohelptheuserunderstandhowthe

DXAsystemcanbesetuptoprovidedatamanagementanddisaster

recovery.Itisimportanttounderstandwhatthedataisandthedifference

betweenarchivingscansandperforminganAPEXSystemBackup.

Adiscussionwiththecustomerhelpstodeterminethebestmethodfor

providingcontinuedsupportoftheAPEXdata.Ifthereisaneedfor

disasterrecovery,theAPEXdataisavailablesothatservicepersonnelcan

restoretheDXAsystem.

Q:WhyisitnecessarytoBackUpData?

A:Backingupisthewaytoprotectpatientdataandscans.Usersare

responsibleforbackingupthedata.Ifthecomputerfails,recoverycanbe

difficultandcostly.Understandingthebackupprocessiscrucialtoa

successfuldisasterrecovery.Backinguponlytakesafewminutesandis

worthwhile.

Q:WhatisaScanArchive?

A:Thearchiveprocesstransfersacopyoftheselectedscanstoremovable

media,suchasaDVD+RW,afolderonanetworkdrive,anexternaldrive,

orPACS.TheDXAsystemmaintainstwoarchivelocations,aprimaryand

secondaryinthedatabase.

APEX Data Archiving Best Practices

Purpose

2MAN-03906 Revision 005

Q:WhatisAPEXSystemBackup?

A:APEXSystemBackupisthefunctionusedtosaveyoursystemfiles

(calibrationfiles,patientscandatabase,referenceandreportdatabase,

stepphantomandAPEXregistryinformation).Thesefilesaredifferent

fromscandatafiles.APEXSystemBackupdoesnotsavescanimagefiles.

Q:WhenisaSystemRecoverynecessary?

A:ItisnotnecessarytoperformaSystemRecoveryunlessthereisa

seriousproblemwiththehardwareorsoftware.

Caution Ifaseriousproblemoccurs,donotattemptaSystem Recovery.

ContactHologicCustomerSupportforhelp.

APEX Data Archiving Best Practices

Terminology

MAN-03906 Revision 005 3

3 Terminology

APEX DXAoperatingsystem.

APEXData Includespatientscans,patientdata,APEXconfigurations

andcalibrationinformation,allarchivemediaandAPEX

SystemBackupmedia.

APEXDataBackup ConsistsofbothAPEXSystemBackupandPatientScans

Archiving.

APEXSystemBackup WeeklybackupoftheAPEXapplicationdatabase,system

calibrations,andconfigurations.

DVD HologicapprovedVerbatim4xDVD+RWmedia.

DXA(dualenergyx‐ray

absorptiometry)

Imagingtechniquethatusesaverylowdoseofradiation

tomeasurebonedensityforthediagnosisofosteoporosis.

DXADataStorageKit A2ndInternalDriveandOneUSBExternalDrive

DXAPC HologicprovidedcomputertooperatetheBone

Densitometer.

IRIS‐EnterpriseOption Hologicprovidedconnectivitysuite.

LegacyArchiveMedia Hologicapprovedmediaassociatedwithallversionsof

HologicDXAsystemspriortoAPEX3.5Discoveryor

APEX5.5Horizon.IncludesFloppies,LS‐120SuperDisk,

JazCartridges,MOCartridges,Mini‐MOCartridges,and

CDs.

NetworkDrive Facilityprovideddatastorage.

PACS FacilityprovidedPictureArchivingandCommunication

Systemforstoringscans.

PatientScansArchive Dailycopyingofpatientscanstomediaforoffsystem

storage.

QueryRetrieve Theprocessoflocatingandrestoringscansarchivedto

PACS.

USBExternalDrive HologicprovidedUSBdrive.

UseCase HowtheDXAsystemisconfiguredforarchivingscans

andAPEXSystemBackup.

Windows7Backup BackupImageofAPEXData.

SecondInternalDrive Hologicprovidedharddrive.

APEX Data Archiving Best Practices

Part Numbers

4MAN-03906 Revision 005

4 Part Numbers

•Verbatim4xDVD+RW(CMP‐01358)

•DXADataStorageKit–PRD‐03074

• InternalHardDrive

• HardDriveDataCable

•USBExternalDrive

•DICOMoption–IRIS‐ENT‐APEX‐EnterpriseDataManagement

withQueryRetrieve

5 Use Cases Summary

Use Case 1

Physician Office — 1 DXA, No Network: Minimal Cost

MinimumRequirements

•CustomerpurchasesVerbatim4xDVD+RW

BestPractices

•Patientscansarearchiveddaily,twice(primaryandsecondary)to

formattedCDs.

•APEXSystemBackupperformedweeklytoaformattedCD.

UseCase1:PhysicianOffice—1DXA,No Network:MinimalCostonPage 6.

Use Case 2

Physician Office — 1 DXA, No Network: Some Cost, Some Work

MinimumRequirements

•CustomerpurchasesHologicDataStorageHardwareKit

BestPractices

•Patientscansarearchiveddailytotheprimaryarchivelocationon

the2nddrive.

•APEXSystemBackupisperformedweeklyonthe2nddrive.

•Windows7Backupofthe2nddriveisperformedweeklytothe

USB‐connectedexternaldrive.

• Optional:Performonetimecopyoflegacyarchivemediatothe2nd

drive.

UseCase2:PhysicianOffice—1DXA,No Network:SomeCost,SomeWorkon

Page 7.

APEX Data Archiving Best Practices

Use Cases Summary

MAN-03906 Revision 005 5

Use Case 3

Hospital — 1 DXA, Managed IT Network: No Cost

MinimumRequirements

•Networkdriveisprovidedandbackeduponaregularscheduleby

thefacility

BestPractices

•Patientscansarearchiveddailytoanetworkdrive.

•APEXSystemBackupperformedweeklytoanetworkdrive.

• Optional:Performonetimecopyoflegacyarchivemediatoa

networkdrive.

UseCase3:Hospital—1DXA,ManagedITNetwork:No CostonPage 22.

Use Case 4

Hospital — 1 or more DXA, Managed Radiology Network:

Some Cost

MinimumRequirements

•IRIS‐ENTERPRISE‐APEXOption

•PACSthatsupportsQueryRetrieve

•Networkdriveprovidedandbackeduponaregularscheduleby

thefacility

BestPractices

•PatientscansarearchiveddailytotheprimarylocationonPACS.

•Patientscansarearchiveddailytoasecondarylocationona

networkdrive.

•APEXSystemBackupperformedweeklytoanetworkdrive.

• Optional:Performaone‐timecopyoflegacyarchivemediatoa

networkdrive.

UseCase4:Hospital—1ormoreDXA,ManagedRadiologyNetwork:Some

CostonPage 30.

APEX Data Archiving Best Practices

Use Case 1: Physician Office — 1 DXA, No Network: Minimal Cost

6MAN-03906 Revision 005

6 Use Case 1:

Physician Office — 1 DXA, No Network:

Minimal Cost

MinimumRequirements

•CustomerpurchasesVerbatim4xDVD+RW

BestPractices

•Patientscansarearchiveddaily,twice(primaryandsecondary)to

formattedCDs.

•APEXSystemBackupperformedweeklytoaformattedCD.

6.1 In the APEX application

6.1.1 Archive Scans

Primary CD

1. FormattheCDifitisnew.

2. PlacetheprimaryCDinthedrive.

3. ClicktheArchiveScansicon.

4. OntheUn‐archivedtab,clickSelectAll.

5. ClickArchiveScans.

6. ClickOK.

7. WaitforthedriveLEDtostopblinking.

8. EjecttheCD.

9. LabeltheCD

Secondary CD

1. PlacethesecondaryCDintheDrive.

2. SelecttheArchivedOncetab.

3. ClickSelectAll.

4. ClickArchiveScans.

5. ClickOK.

6. WaitfordriveLEDtostopblinking.

7. EjecttheCD.

8. LabeltheCD

APEX Data Archiving Best Practices

Use Case 2: Physician Office — 1 DXA, No Network: Some Cost, Some Work

MAN-03906 Revision 005 7

6.1.2 APEX System Backup

Best Practices for APEX System Backup

• Minimallyperformedonceaweek

• RequirestwoCDs,labeled#1and#2

•AlternatebetweenCDseveryweek

Procedure

1. InserttheAPEXSystemBackupCDinthedrive.

2. ClickSystemBackup.

3. ClickOK.

4. ClickOK(whencomplete).

5. WaitfordriveLEDtostopblinking.

6. EjecttheCD.

7. AlternatebetweenCDseveryweek.

7 Use Case 2:

Physician Office — 1 DXA, No Network:

Some Cost, Some Work

MinimumRequirements

•CustomerpurchasesHologicDataStorageHardwareKit

BestPractices

•Patientscansarearchiveddailytotheprimaryarchivelocationon

the2nddrive.

•APEXSystemBackupisperformedweeklyonthe2nddrive.

•Windows7Backupofthe2nddriveisperformedweeklytothe

USB‐connectedexternaldrive.

• Optional:Performonetimecopyoflegacyarchivemediatothe2nd

drive.

7.1 Configuration

7.1.1 Create Folders

Createfoldersonthe2nddriveandperformanAPEXSystemBackupin

Windows7

Note AsetofCDs(SecondaryArchiveandoneoftheAPEXSystem

Backupshouldbestoredoff‐site.

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1. ClicktheStartbutton>Computerandbrowsetothe2nddisk.

2. Createtwonewfoldersonthe2nddisk(Figure 1).

• Namethe1stfolderYYYYPrimary—(YYYYrepresentscurrent

year).

• Namethe2ndfolderSystemBackup.

Figure1FoldersonSecondDisk

7.1.2 Configure Setup in the APEX Application

1. Fromtheapplicationmainscreen,selectUtilities>SystemConfig‐

uration.

2. ClicktheArchivetab(Figure 2).

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Figure2SystemConfiguration

3. InAddNewLocation,clickBrowseandsearchforYYYYPrimary

onthe2nddrive.

4. Selectit(Figure 3).

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Figure3NewLocation

5. ClickOK.

6. InAddNewLocationontheArchivetab,ClickAdd(Figure 4).

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Figure4AddNewLocation

7. “DoyouwanttomakeYYYYPrimarythedefaultlocation?ʺ

(Figure 5)

Figure5 SelectingPrimaryDefaultLocation

8. ClickOK.

9. ClickOK.

7.2 Archiving Scans

1. Onmainapplicationscreen,clickArchiveScansicon.

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2. OntheUn‐archivedtab,clickSelectAll.

3. ClickArchiveScans(Figure 6).

Figure6ArchiveScans

4. ClickOK(Figure 7).

Figure7ClickOK

7.3 Performing an APEX System Backup

1. Onthemainapplicationscreen,clickSystemBackupicon.

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MAN-03906 Revision 005 13

2. ClickBrowseandnavigatetotheSystemBackupfolderonthe2nd

drive.

3. ClickOK(Figure 3).

Figure8APEXSystemBackup

4. ClickOK(whencomplete).

5. ClickExitontheMainApplicationScreen.

6. SelectExitwithoutShutdown.

7.4 Windows 7 Backup

7.4.1 Create and Schedule the Backup of the Second Disk

Best Practices

• Backupthe2nddriveweeklytotheUSB‐connectedexternaldrive.

•DonotperformWindows7Backupduringpatientscanning;itcan

resultinabortedscans.

•DonotturnofftheDXAPCduringWindows7backup.

Note IfDXAcomputerrequiresreplacement,theDXADataStorage

KitmustberemovedandinstalledinthereplacementPC.

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Procedure

1. ClicktheStartbutton,typebackupinthesearchboxandclick

BackupandRestore.

2. IfyouhaveneverusedWindowsBackupbefore:

• ClickSetupbackup,andthenfollowthestepsinthewizard.

•Ifyouarepromptedforanadministratorpasswordor

confirmation,typethepasswordorprovideconfirmation.

BackupLocation

3. Selectwhereyouwanttosaveyourbackup?‐SelectMyPassport

(Figure 9).

Figure9 BackupLocation

a. ClickNext.

b. Whatdoyouwanttobackup?‐Selectletmechoose(Figure 10).

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