How to Back Up Dental Software Before Switching Platforms

• Ezra Angelo
• • February 25, 2025
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Before any dental software migration begins there is one step that cannot be skipped. A verified backup. Not a backup that is running. One that has been tested and confirmed restorable. Here is exactly what to back up and how to confirm it is ready before your migration starts.

Before any dental software migration begins, a verified backup is the single most important thing your practice needs. Not a backup that is running. A backup that has been tested and confirmed restorable.

This distinction matters because dental practices routinely discover on migration day that their backup was running but not actually capturing the right data. A backup that covers the database but misses the imaging folder is not a complete backup. A backup that has never been tested for restoration is a backup that might work.

Here is exactly what to back up before switching platforms and how to confirm it is actually ready.

What You Need to Back Up

The practice management database

Every major dental practice management platform stores patient records, treatment history, scheduling, and billing in a database. For Dentrix and Eaglesoft, this is a SQL Server database. For Open Dental, it is a MySQL database. Your IT provider needs to confirm the exact location of the database files and verify they are included in your backup.

The imaging data folder

This is the backup gap that causes the most damage. Dental imaging data is stored in a separate folder from the practice management database. Dentrix stores imaging in what is called the image path, which is often located on a network share separate from the main database. Eaglesoft stores imaging in a proprietary folder structure. Open Dental stores images in a configurable path that may be on the server or a separate network location.

Your backup must cover both the database and the complete imaging folder. These are often on different drives or network paths, which means they may need to be added separately to your backup configuration.

Document Center and scanned files

Dentrix’s Document Center stores scanned documents, EOBs, patient forms, and other files attached to patient records. These files live outside the main database. Open Dental has a similar document storage structure. Both need to be included in the backup.

Software configuration and settings

Provider setup, procedure codes, fee schedules, insurance plan configurations, and custom settings take significant time to rebuild if lost. Some of these are stored in the database. Others may exist as configuration files on the server. Your IT provider should confirm that configuration data is captured.

Platform-Specific Backup Notes

Dentrix

Dentrix stores the database and imaging data separately. The database is managed by SQL Server. The image path is a folder path set in Dentrix Office Manager and is often on a separate drive or network share. Document Center files are also stored outside the database. All three locations must be included in a complete Dentrix backup. Dentrix’s own backup tool only covers the database. It does not automatically back up the image path or Document Center.

Eaglesoft

Eaglesoft stores data in a folder called C:\Eaglesoft\Data. Imaging data is stored in a proprietary format within the Eaglesoft folder structure. Patterson’s migration documentation confirms that a database cleanup to disable encryption must happen before data transfer to a new server, with Patterson Technology Support assistance. This step is critical and must happen in the correct sequence.

Open Dental

Open Dental uses a MySQL database. The imaging folder location is configurable and set within the Open Dental program. If your practice moved the image folder at any point, confirm the current path before backing up. Open Dental’s conversions team retains backup copies of test and final conversion data for approximately two months after migration, which provides an additional safety net during the transition period.

Frequently Asked Questions

How far in advance should I create the backup before migration?

Create and verify the backup as close to the migration date as possible. The night before the cutover is ideal. Verify the backup is complete and restorable at that point. Do not rely on an older backup as your migration safety net.

What if my IT provider says my backup is already running?

Ask them to prove it. Request a test restore of a specific patient record and an imaging file from the most recent backup. If they cannot demonstrate a successful restore, you do not have a verified backup regardless of what the backup software reports.

Should I keep the old server after migration?

Yes, for at least 30 to 60 days. Keep the old server accessible and powered on after go-live. This gives you access to historical data, the ability to run historical reports from the old system, and a fallback if any data was missed during migration. Most practices decommission the old server after confirming all data and configurations are correct in the new system.

Does Ekim handle backup verification before migrations?

Yes. Ekim IT Solutions includes backup verification as a standard part of dental software migration support. We confirm what is and is not covered by your current backup, test restoration before the migration starts, and ensure a complete copy of your data exists before any migration begins. We support practices across all 50 states remotely, with on-site support available in New England and New York.

Want to make sure your backup is ready before you switch software?

Ekim IT Solutions works exclusively with dental practices. We serve New England and New York with on-site support and dental practices nationwide with remote support. Security, compliance, and everything in between so you can focus on patients.

Schedule a Fit Call: Find out in 15 minutes if we are the right fit for your practice.

• Ezra Angelo
• • February 25, 2025
Share: