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Add od-db-backup runbook + script: cold MySQL/MariaDB backup for Open Dental

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Rock-solid two-part backup (data directory + OpenDentImages) using the
cold-copy method: stop the DB service, verify it stopped, copy the whole
data dir (incl InnoDB ibdata1/ib_logfile*), then always restart the
service via a finally block. Covers mysqldump supplement, scheduling,
test-restore verification, and 3-2-1 retention.

Co-Authored-By: Claude Opus 4.8 <noreply@anthropic.com>
This commit is contained in:
Ivan Godwin
2026-07-12 23:16:31 -07:00
parent f179b6e296
commit 5dfa62ced6
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README.md
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| [`od-smb-cred.md`](od-smb-cred.md) | Open Dental SMB share — stored-credential fix |
| [`od-cfg-persist.md`](od-cfg-persist.md) | Open Dental — persist "Do not show this window on startup" (writable FreeDentalConfig.xml) |
| [`od-scan-duplex.md`](od-scan-duplex.md) | Open Dental — duplex ADF scanner captures only one side (TWAIN, Show TWAIN UI branches) |
| [`od-db-backup.md`](od-db-backup.md) | Open Dental — rock-solid cold backup of the database + images (stop/copy/start MySQL/MariaDB) |
| [`scripts/cg-disable.ps1`](scripts/cg-disable.ps1) | Disable Credential Guard, then reboot (prompts to confirm) |
| [`scripts/od-cfg-acl.ps1`](scripts/od-cfg-acl.ps1) | Grant Users Modify on FreeDentalConfig.xml (Option B of od-cfg-persist) |
| [`scripts/od-db-backup.ps1`](scripts/od-db-backup.ps1) | Cold backup: stop MySQL/MariaDB, copy whole data dir + OpenDentImages, always restart (od-db-backup) |
## Tiers
od-db-backup.md
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# Runbook: Open Dental — Rock-solid database + images backup (Windows)
**Applies to:** The Windows machine hosting the Open Dental MySQL/MariaDB database (the "server").
**Goal:** A fully consistent, restorable backup of both halves of an Open Dental practice — the **database** and the **A-to-Z images folder** — following Open Dental and MySQL/MariaDB best practice, including cleanly **stopping the database during the copy and restarting it after**.
A complete Open Dental backup is **two things**, and both must be captured together:
| Component | Default location | Holds |
|---|---|---|
| MySQL/MariaDB **data directory** | `C:\mysql\data\` (contains the `opendental` DB) | All clinical/financial data |
| **A-to-Z / OpenDentImages** folder | `C:\OpenDentImages\` | Scanned docs, images, attachments |
A database backup **without** the images folder (or vice-versa) is not a usable restore.
**Placeholders:**
| Placeholder | Meaning |
|---|---|
| `<DB_SERVICE>` | Name of the MySQL/MariaDB Windows service (e.g. `MySQL`, `MySQL57`, `MariaDB`) |
| `<DATA_DIR>` | MySQL data directory — the folder **containing** the `opendental` subfolder (commonly `C:\mysql\data`) |
| `<IMAGES_DIR>` | A-to-Z images folder (commonly `C:\OpenDentImages`) |
| `<DEST>` | Backup destination — separate physical disk or UNC path, ideally replicated off-site |
| `<DB_USER>` / `<DB_PASSWORD>` | A MySQL account for `mysqldump` (supplemental method) — from the password manager, never committed |
---
## Why "cold copy" is the rock-solid method
Open Dental databases run on **MyISAM or InnoDB**. For a *file-level* backup to be consistent:
- A **hot copy** (copying the data directory while the service runs) can capture InnoDB mid-write → **corrupt, unrestorable** backup. Open Dental's built-in Backup tool and most "online" file backups **cannot even restore InnoDB**.
- A **cold copy** — stop the service so it flushes and closes cleanly, copy, restart — is **consistent for both engines**. This is the gold-standard local backup.
Two details that make or break a cold copy:
1. **Copy the *entire* data directory, not just `data\opendental\`.** InnoDB's shared tablespace and redo logs (`ibdata1`, `ib_logfile*`) live at the **root** of the data directory. Copy only the `opendental` subfolder and an InnoDB restore will fail.
2. **Verify the service actually stopped before copying.** If it won't stop, do **not** copy — you'd capture a live datadir.
The script below does both, and **always restarts the service** (even if the copy fails), so the practice is never left down.
---
## 1. Pre-flight
- Run **on the database server**, in an **elevated** PowerShell, **off-hours** — the copy causes downtime; Open Dental is unavailable on every workstation while the service is stopped.
- Make sure **no one is in Open Dental** (fully closed on all workstations).
- Have a `<DEST>` on a **different physical disk** (or UNC share) with enough free space for the data directory **+** images.
## 2. Run the cold backup (primary method)
From an **elevated** PowerShell on the server:
```
irm https://gitea.ivangodwin.com/ops/rb/raw/branch/main/scripts/od-db-backup.ps1 | iex
```
It will:
1. Auto-detect the `<DB_SERVICE>`, `<DATA_DIR>`, and `<IMAGES_DIR>` (prompting to confirm/override).
2. Report sizes and destination free space, then confirm before doing anything.
3. **Stop `<DB_SERVICE>` and verify it reached *Stopped*** — aborting the copy if it doesn't.
4. `robocopy` the **whole** data directory to `<DEST>\od-backup-<timestamp>\data`, then the images to `…\OpenDentImages`.
5. **Restart `<DB_SERVICE>`** in a `finally` block — this runs even if the copy fails or is interrupted.
6. Write `MANIFEST.txt` and `backup.log` into the backup folder.
### Manual equivalent (offline / if you can't fetch the script)
Elevated PowerShell, no one in Open Dental:
```
net stop <DB_SERVICE>
Get-Service <DB_SERVICE> # confirm Status = Stopped BEFORE copying
robocopy "<DATA_DIR>" "<DEST>\od-backup\data" /E /COPY:DAT /R:2 /W:5
robocopy "<IMAGES_DIR>" "<DEST>\od-backup\OpenDentImages" /E /COPY:DAT /R:2 /W:5
net start <DB_SERVICE>
Get-Service <DB_SERVICE> # confirm Status = Running
```
> Copy `<DATA_DIR>` itself (the parent of `opendental`), **not** `<DATA_DIR>\opendental` — you need `ibdata1` / `ib_logfile*` at the datadir root for InnoDB. If `net start` fails, start it immediately: the practice cannot work until the DB is back up.
## 3. Supplemental logical backup (mysqldump)
A cold copy is engine-perfect but physical — a portable **logical** dump is a valuable second line (survives binary corruption, restores to any server/version). It runs **while the service is up**, so schedule it separately (e.g. mid-day incremental in addition to the nightly cold copy). Slight slowness while it runs.
```
mysqldump -u <DB_USER> -p --single-transaction --quick --max-allowed-packet=1024M --default-character-set=utf8 --routines --events opendental > "<DEST>\opendental-<date>.sql"
```
- `--single-transaction` gives a consistent snapshot of **InnoDB** without locking the practice out. (For **MyISAM**, that flag does not guarantee consistency — use the cold copy as the source of truth.)
- Compress the `.sql` afterward; it shrinks dramatically.
- The dump does **not** include the images folder — always pair it with an `<IMAGES_DIR>` copy.
## 4. Schedule it (daily minimum)
Open Dental's floor is **at least one backup per day**; combine an automated nightly job with an off-site copy.
Register the cold backup as a nightly **Task Scheduler** job (runs off-hours, as SYSTEM/admin). Because `irm | iex` prompts interactively, schedule a **local copy** of the script with the paths baked in (keep that filled-in copy in the **private tier**, not here), e.g.:
```
schtasks /Create /TN "OD Nightly Cold Backup" /TR "powershell -NoProfile -ExecutionPolicy Bypass -File C:\ops\od-db-backup-local.ps1" /SC DAILY /ST 23:30 /RU SYSTEM /RL HIGHEST
```
## 5. Verify — a backup you haven't restored is a guess
- **Test-restore** to an **isolated** machine periodically (matching Open Dental + MySQL/MariaDB versions): `net stop`, rename the existing `opendental` folder aside, drop in the backup's `data\` contents, `net start`, launch Open Dental, spot-check patients/images.
- **Never restore over a live production database** — data loss is irreversible.
- Confirm the nightly job is actually producing dated folders and that they leave the building (off-site / immutable copy) — ransomware that reaches the server will reach on-line backups too.
## 6. Retention & off-site (3-2-1)
- **3** copies, **2** media, **1** off-site. The `<DEST>` disk alone is not a backup strategy.
- Keep several daily generations plus weekly/monthly rollups; prune old `od-backup-<timestamp>` folders on a schedule.
- These files contain **PHI** — encrypt at rest and in transit; restrict access. HIPAA applies.
---
## Security note
Backup media and dumps hold the **entire practice's PHI**. Treat them as the crown jewels: encrypt the destination, lock down share permissions, and keep at least one copy **off-line/immutable** so ransomware can't encrypt your backups along with production. Don't store `<DB_PASSWORD>` in the scheduled command line — use a MySQL option file / limited account.
## References
- Open Dental manual — Backups (overview): <https://opendental.com/manual/backups.html>
- Open Dental manual — Manual Backups: <https://www.opendental.com/manual/backupsmanual.html>
- Open Dental manual — Backup Tool: <https://www.opendental.com/manual/backuptool.html>
- Open Dental — InnoDB (backup implications): <https://www.opendental.com/site/mysqlinnodb.html>
- Open Dental manual — MySQL Data Directory Management: <https://opendental.com/manual/mysqlmanage.html>
- MySQL — `mysqldump`, `--single-transaction`: <https://dev.mysql.com/doc/refman/en/mysqldump.html>
scripts/od-db-backup.ps1
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<#
.SYNOPSIS
Rock-solid cold backup of an Open Dental server: stop MySQL/MariaDB, copy the
entire data directory and the A-to-Z (OpenDentImages) folder, then restart the
service. Guarantees the service is restarted even if the copy fails.
.DESCRIPTION
The only fully consistent, engine-agnostic file backup of a MySQL/MariaDB
database is a COLD copy: the service is cleanly stopped (which flushes InnoDB),
the data directory is copied, then the service is restarted. This works for
both MyISAM and InnoDB, unlike a hot file copy or Open Dental's built-in Backup
tool (which cannot restore InnoDB).
Two correctness points this script gets right:
- It copies the ENTIRE data directory, not just the `opendental` subfolder.
InnoDB's shared tablespace and redo logs (ibdata1, ib_logfile*) live at the
datadir root; copying only `opendental` yields an unrestorable backup.
- The service is stopped and VERIFIED stopped before any copy begins. A copy
of a running InnoDB datadir is corrupt. If the service will not stop, the
script aborts without copying.
The service restart runs in a finally block, so an interrupted or failed copy
never leaves the practice's database down.
This is the primary "gold" backup. Pair it with an off-hours mysqldump for a
portable logical copy and with off-site/immutable retention — see
od-db-backup.md.
.NOTES
Run ON THE DATABASE SERVER, elevated, when no one is using Open Dental:
irm https://gitea.ivangodwin.com/ops/rb/raw/branch/main/scripts/od-db-backup.ps1 | iex
Because `irm | iex` runs in the caller's session: no param() block (prompts via
Read-Host), and #Requires is not enforced (admin is checked manually).
Causes DOWNTIME for the duration of the copy — Open Dental is unavailable on
every workstation while the service is stopped. Run it off-hours.
PUBLIC REPO: no client specifics hard-coded. All paths are auto-detected or
prompted at run time.
#>
$ErrorActionPreference = 'Stop'
# --- Admin check (do not rely on #Requires under iex) ---
$isAdmin = ([Security.Principal.WindowsPrincipal] `
[Security.Principal.WindowsIdentity]::GetCurrent()
).IsInRole([Security.Principal.WindowsBuiltinRole]::Administrator)
if (-not $isAdmin) {
Write-Warning 'This script needs an elevated PowerShell session. Re-run as Administrator.'
return
}
Write-Host '== Open Dental: cold database + images backup ==' -ForegroundColor Cyan
Write-Host 'Run this ON THE DB SERVER, off-hours. It stops MySQL/MariaDB (downtime).' -ForegroundColor Yellow
Write-Host ''
# --- 1. Resolve the MySQL/MariaDB service ---
$dbServices = @(Get-Service | Where-Object { $_.Name -match 'mysql|mariadb' -or $_.DisplayName -match 'mysql|mariadb' })
if ($dbServices.Count -eq 1) {
$svcName = $dbServices[0].Name
Write-Host "Detected database service: $svcName ($($dbServices[0].DisplayName)) [$($dbServices[0].Status)]" -ForegroundColor Green
if ((Read-Host "Use this service? (Y/n)") -eq 'n') { $svcName = $null }
}
elseif ($dbServices.Count -gt 1) {
Write-Host 'Multiple database services found:' -ForegroundColor Yellow
$dbServices | ForEach-Object { Write-Host " - $($_.Name) ($($_.DisplayName)) [$($_.Status)]" }
$svcName = $null
}
else {
Write-Warning 'No service matching mysql/mariadb found. Enter the name manually.'
$svcName = $null
}
if (-not $svcName) {
$svcName = Read-Host 'MySQL/MariaDB service name (e.g. MySQL, MySQL57, MariaDB)'
}
$svc = Get-Service -Name $svcName # throws if it doesn't exist
# --- 2. Resolve the data directory (copy the WHOLE dir, not just opendental) ---
$dataGuesses = @('C:\mysql\data', 'C:\Program Files\MySQL\MySQL Server*\data',
'C:\ProgramData\MySQL\MySQL Server*\Data', 'C:\Program Files\MariaDB*\data') |
ForEach-Object { Get-Item $_ -ErrorAction SilentlyContinue } |
Where-Object { $_ } | Select-Object -ExpandProperty FullName
$dataDir = $dataGuesses | Where-Object { Test-Path (Join-Path $_ 'opendental') } | Select-Object -First 1
if ($dataDir) {
Write-Host "Detected data directory: $dataDir" -ForegroundColor Green
if ((Read-Host "Use this data directory? (Y/n)") -eq 'n') { $dataDir = $null }
}
if (-not $dataDir) {
$dataDir = Read-Host 'MySQL data directory (the folder CONTAINING the opendental subfolder, e.g. C:\mysql\data)'
}
if (-not (Test-Path (Join-Path $dataDir 'opendental'))) {
Write-Warning "No 'opendental' subfolder under: $dataDir"
if ((Read-Host 'Continue anyway? (y/N)') -ne 'y') { return }
}
# --- 3. Resolve the A-to-Z / OpenDentImages folder (optional) ---
$imgGuess = @('C:\OpenDentImages', 'D:\OpenDentImages') | Where-Object { Test-Path $_ } | Select-Object -First 1
$imgDir = Read-Host "OpenDentImages (A-to-Z) folder [blank to skip]$(if($imgGuess){" (detected: $imgGuess)"})"
if (-not $imgDir -and $imgGuess) { $imgDir = $imgGuess }
if ($imgDir -and -not (Test-Path $imgDir)) {
Write-Warning "Images path not found: $imgDir — it will be skipped."
$imgDir = $null
}
# --- 4. Backup destination ---
$destRoot = Read-Host 'Backup destination root (external/second disk or UNC path, e.g. E:\OD-Backups)'
if (-not (Test-Path $destRoot)) {
if ((Read-Host "Destination does not exist. Create it? (Y/n)") -eq 'n') { return }
New-Item -ItemType Directory -Path $destRoot -Force | Out-Null
}
$stamp = Get-Date -Format 'yyyyMMdd-HHmmss'
$backupDir = Join-Path $destRoot "od-backup-$stamp"
# --- 5. Size / free-space sanity check ---
function Get-DirSizeGB($path) {
try {
$bytes = (Get-ChildItem -LiteralPath $path -Recurse -Force -File -ErrorAction SilentlyContinue |
Measure-Object -Property Length -Sum).Sum
[math]::Round(($bytes / 1GB), 2)
} catch { $null }
}
Write-Host 'Measuring source size (may take a moment for large image folders)...'
$dataGB = Get-DirSizeGB $dataDir
$imgGB = if ($imgDir) { Get-DirSizeGB $imgDir } else { 0 }
$needGB = [math]::Round(($dataGB + $imgGB), 2)
try {
$destQualifier = (Split-Path -Qualifier $backupDir)
$freeGB = [math]::Round(((Get-PSDrive ($destQualifier.TrimEnd(':'))).Free / 1GB), 2)
} catch { $freeGB = $null }
Write-Host ''
Write-Host 'Plan:' -ForegroundColor Cyan
Write-Host " Service to cycle : $svcName [$($svc.Status)]"
Write-Host " Data directory : $dataDir (~$dataGB GB)"
Write-Host " Images folder : $(if($imgDir){"$imgDir (~$imgGB GB)"}else{'(skipped)'})"
Write-Host " Destination : $backupDir"
Write-Host " Approx needed : ~$needGB GB$(if($freeGB){" (free at dest: $freeGB GB)"})"
if ($freeGB -and $needGB -gt $freeGB) {
Write-Warning 'Destination may not have enough free space for this backup.'
}
Write-Host ''
Write-Host 'This STOPS the database (Open Dental goes down on all workstations) for the copy.' -ForegroundColor Yellow
if ((Read-Host 'Proceed? (y/N)') -ne 'y') { Write-Host 'Aborted. No changes made.'; return }
New-Item -ItemType Directory -Path $backupDir -Force | Out-Null
$logPath = Join-Path $backupDir 'backup.log'
function Log($msg) {
$line = "$(Get-Date -Format 'yyyy-MM-dd HH:mm:ss') $msg"
Write-Host $line
Add-Content -LiteralPath $logPath -Value $line
}
# robocopy: /E all subdirs incl empty, /COPY:DAT+/DCOPY:DAT data/attrs/timestamps,
# /R:2 /W:5 short retries, /NFL /NDL /NP quieter. Exit code >= 8 = failure.
function Copy-Tree($src, $dst, $label) {
Log "Copying $label : $src -> $dst"
robocopy $src $dst /E /COPY:DAT /DCOPY:DAT /R:2 /W:5 /NFL /NDL /NP /NJH /NJS | Out-Null
$code = $LASTEXITCODE
Log "robocopy ($label) exit code $code"
if ($code -ge 8) { throw "robocopy failed copying $label (exit $code)." }
}
$wasRunning = ($svc.Status -eq 'Running')
$ok = $false
try {
# --- 6. Stop the service and VERIFY it stopped before copying ---
if ($svc.Status -ne 'Stopped') {
Log "Stopping service $svcName ..."
Stop-Service -Name $svcName -Force
$svc.WaitForStatus('Stopped', [TimeSpan]::FromSeconds(120)) # throws on timeout
}
(Get-Service -Name $svcName).Refresh()
if ((Get-Service -Name $svcName).Status -ne 'Stopped') {
throw "Service $svcName did not reach Stopped — aborting before copy."
}
Log "Service $svcName confirmed Stopped. Beginning cold copy."
# --- 7. Copy the whole data directory, then images ---
Copy-Tree $dataDir (Join-Path $backupDir 'data') 'data directory'
if ($imgDir) { Copy-Tree $imgDir (Join-Path $backupDir 'OpenDentImages') 'OpenDentImages' }
$ok = $true
Log 'Cold copy completed successfully.'
}
catch {
Log "ERROR: $($_.Exception.Message)"
Write-Warning "Backup failed: $($_.Exception.Message)"
}
finally {
# --- 8. ALWAYS restart the service if it was running (never leave DB down) ---
if ($wasRunning) {
try {
Log "Restarting service $svcName ..."
Start-Service -Name $svcName
(Get-Service -Name $svcName).WaitForStatus('Running', [TimeSpan]::FromSeconds(120))
Log "Service $svcName is Running again."
}
catch {
Write-Warning "CRITICAL: could not restart $svcName. Start it manually NOW: Start-Service $svcName"
Log "CRITICAL: restart failed: $($_.Exception.Message)"
}
}
else {
Log "Service was not running at start; left as-found (Stopped)."
}
}
# --- 9. Write a manifest and report ---
if ($ok) {
$manifest = @"
Open Dental cold backup
Created : $(Get-Date -Format 'yyyy-MM-dd HH:mm:ss')
Host : $env:COMPUTERNAME
Service : $svcName
Data directory : $dataDir (~$dataGB GB)
Images folder : $(if($imgDir){"$imgDir (~$imgGB GB)"}else{'(skipped)'})
Backup folder : $backupDir
Method : cold copy (service stopped + verified), whole data dir incl InnoDB shared tablespace/logs
"@
Set-Content -LiteralPath (Join-Path $backupDir 'MANIFEST.txt') -Value $manifest
Write-Host ''
Write-Host "Backup complete: $backupDir" -ForegroundColor Green
Write-Host 'Next: copy this folder OFF-SITE, and TEST-RESTORE it periodically on an isolated machine.' -ForegroundColor Green
Write-Host 'Never restore over a live production database.' -ForegroundColor Yellow
}
else {
Write-Warning "Backup did NOT complete. See log: $logPath"
Write-Warning "Confirm the database service is running: Get-Service $svcName"
}