Data backups

If your local pharmacy system goes down and you don’t have a recent backup, the consequences can be significant:

• Reimbursement: Losing locally held data could delay payments if electronic prescription details are lost before claims are submitted to the Pricing Authority.
• Data protection compliance: You must meet NHS information governance requirements.
• Staff workload: Recovering lost data adds extra pressure on your team.
• Patient service: Service quality may drop, and patients might consider using another pharmacy.

You can use cloud systems to store important files, ensuring they’re safe if your computer fails. NHS.net Connect SharePoint or OneDrive are options if they’re enabled and authorised for your pharmacy.

Your IT supplier may offer different backup solutions, such as:

• Local backups: Daily backups managed by the pharmacy on a disk or USB stick.
• Centralised backups: Automated secure storage at an off-site location every evening.
• Monitoring controls: Alerts if backups aren’t completed within a set timeframe.

Take time to review whether your current solution is still fit for purpose.

The National Cyber Security Centre (NCSC) recommends five key steps:

1. Identify what data needs backing up (e.g., IT system data).
2. Keep backups separate from your computer.
3. Consider using the cloud.
4. Follow cloud security guidance.
5. Make backups part of your daily routine (automated or manual).

Also, check if you need extra backup solutions for other types of data beyond IT systems.

Tips for choosing or changing your backup solution:

• Reputation: Does the provider have a strong track record? Ask for case studies and speak to other customers.
• Flexibility: Can the solution adapt as your team size or devices change?
• Security: Review the provider’s privacy notice, policies, and contract details.
• Accessibility: How quickly can data be restored if a device crashes? Tape backups can slow recovery times.
• Cost-effectiveness: Consider both service costs and staff time for implementation. Tape backups often require extra hours; cloud solutions may increase costs as data grows.
• Ease of use: Complicated systems waste time and increase risk if backups fail.
• Customer support: Check availability—can you reach them by phone? Do they offer 24/7 emergency support?

Note: IT suppliers may offer several IT system backup options. Make sure you know how quickly you can access your backups if needed.

The Data Security and Protection Toolkit (DSPTK) includes questions about backups. Pharmacy guidance is available at: https://cpe.org.uk/dsptk.

Read more at:

• Backing up data guide (NCSC)
• Offline backups (NCSC)
• Reporting IT/EPS