PostureRay Backup Strategies

Protecting your clinic’s data is critical. Many clients only realize this after a hard drive failure, ransomware attack, or server crash—only to discover they have no recent or usable backup of their PostureRay data. Proper, verified backups are essential for business continuity and HIPAA compliance.

1. Importance of Multiple Backup Strategies (3-2-1 Rule)

You should never rely on a single backup method.
PostureCo, Inc. strongly recommends implementing the 3-2-1 Backup Strategy:

3 copies of your data — one primary and two backups
2 different media types — such as local (hard drive or NAS) and off-site (cloud)
1 off-site copy — for disaster recovery in case of physical loss or damage

Your IT professional should confirm that all PostureRay databases, images, and configuration files are included in every backup method.

2. Preferred Backup Method: PostureCo Secure Cloud Backup

Starting with PostureRay version 25, PostureCo offers a Secure Cloud Backup option for PostureRay databases and images (not DICOM).
This is the preferred and recommended backup solution because it:

Automatically backs up critical PostureRay data to our HIPAA-compliant cloud
Simplifies restoration in the event of system failure or data migration
Integrates with the Online ViewBox and AI Computer Vision Modules

⚠️ Important:
Cloud backup and restoration services are only available to clients under an active technical support agreement with PostureCo, Inc.

If your technical support has expired or your software version has been sunsetted, our technicians cannot restore your data until your support plan is renewed and your software is updated to a supported version. If your technical support has expired for more than 90 days, we no longer keep your backup data and x-rays which would be 90 days old.
Logging out of the PostureRay Cloud or allowing support to lapse immediately stops all cloud backups.
The current PostureCo Support Plan is $1,250 per year or $125 per month and includes cloud backup access, AI features, and ongoing software updates.

For details on what’s included in the annual support agreement, visit:
https://www.postureanalysis.com/knowledge-base/postureray-annual-technical-support-plans/

3. Manual (Local) Backup Procedures

If you are not enrolled in our cloud service or wish to maintain additional copies locally, follow these best practices.

A. Stand-Alone Single Computer Installation Backups

Your PostureRay data is typically stored in:
C:\Program Files (x86)\PostureCo\

You may:

Copy the entire PostureCo folder to an external drive or NAS, or
Use a third-party backup provider such as Carbonite or CrashPlan

Be sure your IT professional confirms the entire PostureCo folder is backed up, including all subfolders and configuration files.

⚠️ Note: Manual backups are not automatically verified. Data integrity cannot be guaranteed unless you use a verified backup service and test your restorations periodically.

B. Modern PostureRay Network / Server Multi-Computer Installations Using Microsoft SQL

PostureRay installations using Microsoft SQL (available since 2015) require additional steps.

SQL database files are typically stored in the SQL instance DATA subfolder on the C:\ drive as shown below. NOTE* If your server has a DATA drive (D:\ or E:\) the PostureRay folder and SQL database may be installed there.

C:\Program Files (x86)\Microsoft SQL Server\”Instance Name“

C:\Program Files\Microsoft SQL Server\”Instance Name“

Files to include:

PostureRay.mdf
PostureRay_log.ldf

If you use server image-based backups (e.g., Windows Server Backup or ShadowProtect), these are automatically included.
If using a folder-based or third-party cloud backup, confirm that these files are captured and that all users are logged out of PostureRay during the backup process.

C. Legacy PostureRay Network / Server Multi-Computer Installations Using Microsoft Access

PostureRay installations using Microsoft Access (MSAccess) require the following steps to back up.

The PostureRayNet MSAccess database is stored by default in your ~\PostureCo\PostureRayNet\Data folder as a file called PostureRay.mdb

You will also need to back up the ~\PostureCo\PostureRayNet\Image folder.

Please note: this folder may be very large in size, it contains your marked images, please be very careful when backing it up.

Files to include:

~\PostureCo\PostureRayNet\Data\PostureRay.mdb
~\PostureCo\PostureRayNet\Image\Image folder (which contains your marked images)

Example: If your PostureRayNet software is installed on your C: drive, in its default folder, the path will be C:\Program Files (x86)\PostureCo\PostureRayNet

4. Image-Based and Off-Site Backups

A full image-based backup of your entire system is the most reliable method for recovery.
Recommended tools include:

Windows Server Backup Utility — daily full system images
ShadowProtect — incremental snapshots as often as every 15 minutes

All image-based backups should be directed to an external storage device or NAS and rotated off-site regularly.
This ensures compliance with HIPAA disaster recovery requirements.

5. Restoring Data and Support Requirements

⚠️ Critical Notice:

Having a backup does not guarantee that PostureCo can restore your data and we can only assist in restore activities if:

You are covered under an active PostureCo technical support agreement, and
You are using a current, supported version of PostureRay (not sunsetted).
The data that you manually backed up is not corrupted nor missing files

If you experience a system failure and your support plan has expired or you are running a legacy version, a paid support renewal is required before PostureCo can assist with data restoration or migration, as you will need to update to the latest PostureRay software version.

For end-of-life and legacy version policies, visit:
https://www.postureanalysis.com/postureray_end_of_life_version_notice/

6. Disclaimer of Responsibility for Corrupted or Incomplete Backups

⚠️ Important Legal Notice:
PostureCo, Inc. is not responsible for any data loss, corruption, or incomplete backups—whether created manually, by your IT professional, through our Cloud Backup or a third-party service.

If you back up your own data and that backup later proves to be corrupted, incomplete, or damaged beyond repair, PostureCo cannot guarantee the ability to restore or recover it, even if you subsequently enrolled in a support plan.

The information provided in this document is for educational purposes only to help you establish proper backup practices. Nowhere in the PostureCo End User License Agreement (EULA) does PostureCo agree to be responsible for, or guarantee the integrity of, customer-managed backups.

7. Summary of Backup Recommendations

Backup Type	Location	Automated	Requires Support Plan	Notes
PostureCo Secure Cloud Backup	Off-site (Cloud)	✅ Yes	✅ Required	Included in current support plan ($1,250/yr or $125/mo); includes AI and cloud restore
Local Image Backup (Server/NAS)	On-site	✅ Yes	❌ Not required for backup (but required for restoration assistance)	Ideal for full system disaster recovery
Manual Folder Copy	On-site / External Drive	❌ Manual	❌ Not required for backup	Must include full data folder and SQL files
Third-Party Cloud Backup	Off-site	✅ Varies	❌ Not required for backup	Must include all PostureRay data; not verified by PostureCo

8. Educational Video

To understand the differences between Networked vs. Stand-Alone PostureRay backup strategies, please watch. This video is older version, but the concepts are still the same:
▶️ http://youtu.be/hwT7bFpnOx0

Please view this video to determine which PostureRay computer is backing up your files to the Virtual Viewbox cloud: https://www.postureanalysis.com/knowledge-base/identify-or-change-postureray-backup-pc/

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