“Pretty much wanna cry, Best Buy needs a month to fix the computer that I use to earn a living. I wasn't smart enough to keep a backup computer. Kill me now :(“

A direct quote on Facebook from my previous virtual assistant. Imagine my surprise and my curiousity level of how much of my own data that may have included. Knowing that my material was safe and I could furnish her with it because I back up EVERYTHING... ALL THE TIME, I settled back with a cup of tea and thought about the many times that I had not had back up systems or plans in place. The stress that I put on myself just because I kept company with the Wonder Woman image that I could fix anything. Well score one for maturity...I now have many back up systems. But this quote was only about a computer. What about an electronic calendar system? Or electronic medical records? Or how about back up child care providers? Just sitting back and thinking of all the times I was caught with back up of one sort or another could make for depressing company.

Snapping myself back into the working world I had thought of all the possible back up systems most of us really should have. Not only to reduce stress for ourselves but to maintain the integrity of our research sites. I imagined myself telling a monitor or sponsor that my system crashed and was unrecoverable...but I smiled knowing that they would certainly be able to retrieve my data...but only as it pertained to that one study, and only what I would have sent them. What about all the other studies? What about the other documents? What about my own database? What about my patients? You’re getting the picture here right?

Yes we all know that there is some sort of safety net, back up in the system. Although I was always told the system was backed up nightly and everything was retrievable...I ultimately found out the hard way that it wasn’t always factual.

So what can be done to reduce the stress when these situations occur? Here’s a list of some of the common options...

1. Back up ALL your work- Use either an external hard drive and continuously back up. (I have 2 and I rotate, one is in use and one is in the safe. In the event of fire or a crash etc. I would only loose a week’s worth of material including emails)

2. Use an online back up service- A simple Google search will supply you with a large selection of options from free to a low flat monthly fee that are as easy to use a mouse click. (If my virtual assistant had done either #1 or #2, a new laptop or spare PC could have had everything downloaded to it and she would have barely missed a beat)

3. Keep a hard copy of your calendar- as well as the electronic version. Print it out daily or keep one on your cell phone for easy access.

4. Know the back up plan for your electronic medical records- It may be as simple as reverting back to the old medical charts. But be prepared ahead of the actual need.

5. Keep a hard copy of all your research/office contacts- Keep a copy of this information outside of the office. You may need to be prepared sue to bad weather or power outages and need to contact monitors, sponsors or even patients from home.

6. Keep a To Do List- This is my secret back up plan. Having a to do list will help you pull everything back into place if you become seriously derailed with a bad day or an illness, Plus it relieves stress because you know it’s already on your list.

7. Have back up transportation options in place for the patients who don’t have reliable transportation or for those who may think this is stumbling block for recruitment. Many organizations offer free or minimal cost transportation especially for the elderly. Just take the time to research this ahead of the need. The Red Cross, Veterans Associations, Local Medical Transport Services and even Assisted Living Facilities offer transport services.

8. Back up Coordinators Have someone in place who can fill-in in the event of a problem or vacation/illness.

9. Back up child care, or sick child care plans the key is have this system in place BEFORE it’s actually needed.

10. Overdraft protection seems like a simple thing and many of us already have it lined up. But one bounced check could spell disaster for some.

The list could go on and on, but what’s the common denominator? PRIOR- PROPER- PLANNING.
We must plan ahead, be prepared for the possibilities before they occur.

So are back up plans really necessary? I believe so, but you make your own decision...or live with the results of not taking any prior actions. By changing virtual assistants I found one who backs up EVERYTHING including my website off site and offline, so if even the hosting company goes bust...I’m still covered...a plan prior to needing it! SIGH!!!!

For information on how Ophthalmic Research Training Services can help with these efforts please contact us at 419-343-7384 or email: jstader@ortsedu.com

Jacqueline Stader is a Clinical Research Lecturer and Trainer of Ophthalmic Technologies. She supports clinical research personnel by sharing proven techniques, strategies, information and tips that inform and educate.

Visit her website at www.ortsedu.com
Copyright © 2009, by Jacqueline Stader. All rights reserved.