Data Backup Best Practices

Data storage is a critical component of any modern business. Virtually every piece of information from customer invoices to employee resources is stored digitally. While this makes for incredibly convenient access, it also makes this information susceptible to loss. Corruption may render files inaccessible. Employees may accidentally delete or modify critical files. Malware can infect or steal data. Flooding or fires can even destroy the physical server that stores the data.

Backing up data consistently and following best practices can help mitigate the impact these losses can have on business operations. If you’re using Claris FileMaker, there are also a number of features you can utilize to put these practices into action.

Ensure your data is backed up often. For any number of reasons, from power outages, to floods or fires, to human error, data can be lost. It’s important to have this data backed up elsewhere, in the event that your data server is somehow rendered inaccessible.

Data should be backed up at least every 24 hours. This ensures that, even in the event of a catastrophe, teams will still have access to relatively up-to-date information. Depending on the nature of the industry and how often critical pieces of data are updated, some businesses opt to back their data up more often.

Claris FileMaker can automate this process to help protect data and guarantee timely backups.

Backup data off-site. It’s incredibly important that your primary server and backup server are not in the same location. If a catastrophic event impacts the viability of a server in one location, the other server will not be affected.

Encrypt sensitive data. While accidents can certainly happen, it’s also important to encrypt data. Encryption ensures data cannot be changed or stolen, either by malicious third-parties or employees making accidental changes. Encryption acts as a second layer of protection that ensures the safety of your backups.

FileMaker offers encryption features that make this process seamless.

Utilize security measures. Password protect important data or employ a system where only necessary users have relevant access. This helps prevent attacks from third-parties, but also ensures employees won’t accidentally access information they shouldn’t be able to access.

Claris FileMaker includes the ability to password protect information and grant or deny specific users (or groups of users) access.

Account for endpoints. While your database may act as a single source of truth, it’s also possible that employees out in the field are using their personal devices or company-assigned devices to access your platform. In some instances, namely when reception is poor, the data updated on these devices may not reflect in real time. Backing up individual devices can help to create a more robust and accurate backup.

If you’re looking for ways to back up data or want to know more about FileMaker, Kyo Logic is here to help. You can reach out to us here.

HIPAA and Claris FileMaker

The Health Insurance Portability and Accountability Act (HIPAA) was a bill signed by Congress in 1996 that required the Health and Human Services (HHS) to create a set of regulations ensuring the privacy and security of electronic protected health information (e-PHI). As a result, HHS published its privacy and security standards in the HIPAA Privacy Rule and the HIPAA Security Rule. It is required that all applications that acquire and store any protected health information of individuals be compliant with the HIPAA Privacy and Security Rules. 

Claris FileMaker, with security measures and customization built into the platform, make it a uniquely perfect platform to build and create HIPAA compliant applications. Here are the reasons why:


With FileMaker, you can turn on Encryption-at-Rest for the entire database that utilizes FileMaker’s Developer Utilities. By turning on Encryption-at-Rest, the application is given a security key (we recommend this be a strong, randomly generated password) that must be entered every time the application is opened. This ensures that even if the database does fall in the wrong hands, they will not be able to open the database or access any data inside of it without the encryption key.

Encrypted Container Documents

When creating container document fields in FileMaker, the developer has the option to store the documents inside of the database; externally secured or externally open. There are many performance-related reasons to store documents externally, so having both the option to store the documents externally and secured gives you the best of both worlds. The data can only be opened from within the database and will allow you to avoid any database performance issues.

Individualized Accounts and Privilege Sets

Within the database, the administrator has the ability to set up unique accounts and privilege sets for each individual accessing the database. This allows the administrator to quickly and easily add, remove, enable, disable, and adjust each user’s account in the database. Through the use of privilege sets, the administrator can limit each user’s access to different sections or segments of data. The administrator can assign some users to accounts that have access to ePHI data while assigning others to accounts with limited or no access.

Scripting within the Database

Because of the customizability of FileMaker, developers can give each user and/or privilege set a unique user experience through scripting. You can allow only authorized users to navigate to certain layouts in the database and view HIPAA compliant data for an individual. Through scripting, you can also create user session access and action auditing reports, both of which are required by the HIPAA Security Rule.

At Kyo Logic, we believe in developing and maintaining HIPAA compliant applications by successfully using FileMaker as a terrific platform for our clientele. If you are in need of support in building and maintaining a HIPAA compliant application and would like to learn more about what it takes to make a HIPAA compliant FileMaker database, please contact us.

Introduction to FileMaker and SQL

Introduction to FileMaker and SQL

Are you looking for a way to take your FileMaker Database to the next level? Harnessing the power of SQL in FileMaker can help you streamline and easily access more of your data.

What is SQL and what are the benefits?

SQL is an abbreviation for structured query language and is a standardized programming language best used for managing a relational database. SQL also allows you to perform various operations on data and is used by developers to write data integration scripts and setting up and running analytical queries.

When using SQL in FileMaker you can there are many different benefits such as:

    • Quickly obtaining data for use in scripts
    • Versatility: Summarize, Join, Union, Find Within
    • Requires no persistent structures
    • Potentially very fast
    • Completely programmable

Well, this all sounds great but how do you get SQL to run in FileMaker?

With the latest versions of FileMaker, you can utilize the ExecuteSQL() function right within FileMaker which will allow you to perform select queries. SQL works well with Let functions and is often used to store data in global variables. Both simple or complex arguments can be entered into an SQL statement.

Additional FileMaker and SQL Recourses:

SQL is a great way to utilize your data in FileMaker. Whether writing simple or complex arguments you will be able to quickly use the ExecuteSQL() function in FileMaker to perform queries.

If you would like to harness the power of your data in FileMaker but do not want to do the heavy lifting contact us today.

3 modern IT security risks to watch out for

Cybersecurity remains a major concern for companies in all industries. Those businesses that work with the latest tools still need to take cautionary measures.

“Cybersecurity remains a major concern for companies in all industries.”

Business Insider recently spoke to Malcolm Marshall,  KPMG International Global Head of Cyber Security, about the inherent problems in “rising” technology. With robotics and automation poised to see greater use, Marshall warns that security systems should be pre-existing in these devices, as opposed to an afterthought. He also notes the inadequate practice of hiring an expensive cyber security expert instead of creating “offensive capabilities.”

“Security should be built in from the start and people have got to change the perception that security gets in the way of innovation,” he said. “We need to make sure security is innovative, more agile, easier to use. Few of the world’s organisations understand this.”

Here are some other risks that companies may fall prey to as they attempt to address security issues:

  • Lack of training: Marshall also referred to the need to increase basic knowledge among employees to add to a company’s basic defenses.
  • Outdated software: The changing nature of software retirement dates and supported licenses means users need to be aware of what is current. A Cisco survey mentioned in this BetaNews piece reported that more than 30 percent of all devices “are no longer supported or maintained by the vendor.”
  • Time to adjust: Bloomberg recently reported on the Pentagon’s delayed attempts to enact security requirements. According to this piece, one of the key concerns for contractors is the amount of time they have to respond to such concerns.

For help with the latest versions of FileMaker and related products, check out our website.

How to keep your business secure from cyber crime

When it comes to protecting your business, one of the most important things you can do is ensure your digital information is safe and secure. Even smaller companies are vulnerable to hackers and other kinds of online attacks, which is why cyber security is crucial.

There should be a dedicated IT staff in place to deal with these issues, but the responsibility ultimately falls on every employee. Without the proper protocols, valuable data could be stolen and abused.

Here are a few tips to improve the cyber security of your business:

  • Educate all employees: When it comes to digital security, all employees need to be aware of how their actions can have a negative impact on the entire company. For example, a suspicious email could end up spreading malware to the whole network, something that will certainly compromise crucial data. If every worker knows the best practices to keep their computers safe and secure, the less likely it will be that an issue arises down the line.
  • Keep devices secure: If your company provides mobile devices to employees, it is essential that they all remain with the people they are intended for. Should an employee work from a public place, they cannot leave their devices unattended for even a moment. Valuable information can be taken in a matter of seconds, so the machines need to be watched at all times.
  • Secure your networks: Having a secure network is one of the simplest, and most effective, ways to keep your digital data secure from hackers. The passwords and other details should only be given out to those who absolutely need them, and make sure the network is not visible to outsiders.

Check out the rest of our website to learn more about FileMaker 14 and how you can incorporate the entire solution seamlessly into your tech business or everyday life.