You’ve invested in a cloud backup solution for your dental practice. Smart move. But here’s the truth: cloud backup isn’t a one-and-done deal. It’s not a set-it-and-forget-it system. If you’re not checking it monthly—at minimum—you’re putting your practice, your data, and your patients at risk.

Here’s what you need to review every month to make sure your dental cloud backup is actually protecting you—and not just giving you a false sense of security.

1. Verify Backups Are Actually Happening

Start with the basics: did your data back up at all last night?

Even reliable cloud systems can fail silently due to network errors, storage limitations, software updates, or user misconfigurations. Set up automated alerts, but don’t rely on them alone. Manually check logs at least once a month to confirm that:

• Daily backups are completed successfully
• No critical errors or failed jobs occurred
• Retention policies are working as expected (older backups aren’t being deleted too soon)

A missed backup might seem like a fluke—until it’s not. Don’t let small issues compound into catastrophic data loss.

2. Check Backup Integrity and Test Restores

A backup that can’t be restored is as good as no backup at all.

At least once a month, do a test restore. Choose a small but important data set—like a patient file, an image, or a configuration file—and try restoring it to a test environment. You’re checking for:

• Data corruption
• Incomplete backups
• Restore speed and process complexity

This not only confirms your data is safe—but it also keeps your team familiar with the restoration process. In an emergency, you don’t want to be learning how to restore under pressure.

3. Audit What’s Being Backed Up

Dental practices are data-heavy, with imaging systems, EHRs, billing software, and more. Over time, new systems get added, and old ones may get overlooked. Once a month, audit the backup list to ensure:

• All critical systems are included (not just file folders, but full databases and applications)
• Imaging data is backed up correctly, including any third-party integration points
• Backup coverage matches your current IT infrastructure

Miss one part of your system, and a ransomware attack or hardware failure could cripple your operations.

4. Review User Access and Permissions

Who has access to your cloud backups? And more importantly—who shouldn’t?

Each month, review user permissions in your backup software. Limit access to only those who need it and remove ex-employees or unused accounts. Pay particular attention to:

• Admin-level access
• Accounts with restore or delete privileges
• Any shared or generic login credentials

This step is crucial for industry compliance and for preventing accidental or malicious tampering.

5. Monitor Storage Usage and Retention Limits

Cloud storage isn’t infinite—or free. Monitor how much space you’re using and understand your plan’s limitations. Monthly checks help you:

• Avoid surprise overage charges
• Ensure retention policies align with compliance requirements
• Plan for expansion as your practice grows

If your backup is overwriting files too quickly, you could be blind to data loss until it’s too late.

6. Update Your Disaster Recovery Plan

Cloud backup is one part of your larger dental IT maintenance and disaster recovery strategy.

Each month, spend a few minutes reviewing that plan. Update contact info, confirm vendor support procedures, and revise any steps that have changed. Run a quick tabletop drill with your team to walk through a hypothetical recovery scenario.

Preparedness = faster recovery when something goes wrong.

7. Work With Your Dental IT Partner

If you work with a dental IT solutions provider, this monthly checklist should be part of your managed service agreement. Don’t assume they’re doing it—ask for reports. Schedule a recurring monthly review call. You want:

• Proof of backup success
• Summary of test restores
• An audit trail for industry compliance
• Proactive identification of risks or changes in your system

If your IT partner can’t provide that, it may be time to find one who can.

Final Thoughts: Peace of Mind Comes From Proof

Dental cloud backup is essential—but it’s not automatic peace of mind. It’s only as reliable as the oversight you apply to it.

A simple 30-minute check each month could be the difference between fast recovery and devastating downtime. You owe it to your patients, your staff, and your business to treat backups like the lifeline they are—not just another checkbox on your to-do list.

Need help setting up a reliable backup monitoring routine or want a second set of eyes on your system? Contact our dental IT solutions team. We’ll make sure your backup is more than just a buzzword—it’s your practice’s safety net. Connect with Priority Networks today!