Intraoral scanner data is a critical clinic asset. Hard-drive failure, software crashes, accidental deletion, or ransomware can result in permanent loss of patient cases. A reliable backup strategy is essential.
Data That Must Be Backed Up
Patient case files (raw scan data and 3D models)
Patient information and treatment records
Software settings and custom templates
Custom scan-body libraries and material libraries (if any)
License / authorization files
Software installers and device drivers
The 3-2-1 Backup Principle
3 copies of the data (original + 2 backups)
2 different media types (e.g., local hard drive + external storage or cloud)
1 off-site copy stored in a physically different location (cloud or another site)
Recommended Backup Strategies
Option 1: Local Backup (Basic)
Daily automatic backup to an external hard drive or NAS (Network Attached Storage).
Use Windows Backup, FreeFileSync, or similar synchronization tools.
Rotate external drives regularly so they are not constantly connected.
Low cost, but vulnerable to fire, theft, or local disasters.
Option 2: Cloud Backup (Recommended)
Use the scanner software's native cloud platform (e.g., 3Shape Communicate, Medit Link Cloud, or equivalent).
Or adopt enterprise-grade cloud storage (Microsoft OneDrive for Business, Google Workspace, Alibaba Cloud, etc.).
Enable automatic synchronization for near real-time protection.
Choose providers that meet medical-data privacy and compliance requirements.
Annual cost typically ranges from a few hundred to a few thousand dollars depending on storage volume.
Option 3: Local + Cloud Hybrid (Best Practice)
Real-time or daily backup to a local NAS combined with daily cloud synchronization.
Provides fast local recovery while protecting against site-wide disasters.
Important Backup Practices
Test recovery regularly - Once a month, restore a random case to confirm the backup is usable.
Encrypt backups - Patient data must be encrypted both in transit and at rest.
Version history - Retain multiple recovery points to protect against accidental deletion or ransomware.
Automate everything - Never rely on manual backups; schedule automatic jobs.
Computer replacement - Fully migrate and verify all data before wiping the old machine.
Before major software updates - Create a complete backup so you can roll back if the update fails.
Data Recovery Scenarios
Accidental deletion - Check the recycle bin or the software's case archive / trash function first.
Hard-drive failure - Do not attempt DIY recovery. Send the drive to a professional data-recovery service (cost can be significant; success depends on the type of failure).
Software corruption - Reinstall the software and restore the case folders from backup.
Ransomware - Immediately disconnect from the network and restore from a clean offline backup. Do not pay the ransom.
Aident Data Management Advantages
Aident systems export standard open formats (STL / PLY / OBJ) and support straightforward folder-based case storage, making local and cloud backups simple to implement. Clinics using the AI-30 can combine local NAS backup with any preferred cloud service without proprietary lock-in, reducing long-term risk and cost.
Need help setting up a reliable backup workflow?
Contact the Aident team at https://www.aident3d.com/ for practical recommendations on local + cloud strategies compatible with our open-system scanners.
