Backups
🩺 Purpose
The Backup module protects clinic data stored on your tablet. It allows authorized users to save a secure copy of all local data — including patient records, visits, stock information, and system settings — and later restore that data if the tablet is lost, damaged, or reinstalled.
Performing regular backups ensures that your clinic can continue operating smoothly even after technical problems or device changes. It is a key part of maintaining data continuity, service reliability, and system recovery between synchronization cycles.
💡 The Backup and Restore features are available to Clinical Managers and System Administrators. Other users will not see this menu option.
🧭 Navigation
To access the backup tool, open the side menu and navigate to System → Backups → Backup Explorer.
This opens the Backup Explorer, where you can see existing backups, create new ones, or restore a previous copy.
🗂️ Backup Explorer Overview
The Backup Explorer screen lists all backups that have been created on the tablet.
Each backup shows important details such as when it was created, who created it, and whether it is encrypted.
Label/ID
A unique identifier automatically assigned to each backup file.
Timestamp
The exact date and time the backup was created.
Size
The total file size of the backup package.
Encrypted
Shows whether the backup is password-protected.
Created By
The username of the staff member who created the backup.
Actions
Options to restore, view details, or delete (if you have permission).
If no backups have been made yet, the message “No Results Returned” will appear.
🧑💻 Permissions
Only authorized users can access the backup menu.
Clinic Nurse / Clinical Manager
✅ Create & Restore Backups
Can create encrypted backups and restore data for their facility.
System Administrator
✅ Create, Restore & Delete Backups
Has full access for maintenance, testing, or troubleshooting.
Clinic Staff / Other Roles
🚫 No Access
The backup menu is hidden for these users.
🆕 Creating a Backup
Regular backups should be performed at least once a week, or before updating the app, transferring the tablet, or reinstalling the software.
Follow these steps to create a new backup:
From the sidebar, go to System → Backups → Backup Explorer, then tap Backup Now.
Choose where you want to save the backup:
Private – saved inside the app’s private storage. These backups are not visible to users and will be deleted if the app’s data is cleared.
Public – saved to the tablet’s Documents folder.
External – saved to an SD card or USB drive if connected.
💡 If no SD card or USB drive is attached, “External” will save to the same Documents folder as Public.
Enable Encrypt this backup to protect the data with a passphrase. Type a strong passphrase — this will be required to restore the backup later.
📝 If you forget this passphrase, the backup cannot be opened. Record it securely according to your facility’s data policy.
Tap Backup Now to begin the process. A confirmation banner will appear once the backup is complete. You should now see the new backup listed in the Backup Explorer table with today’s date and time.
⚠️ Important: Do not create a backup while synchronization is in progress. Open System → Synchronization and make sure the status says “Idle” before starting.
Backing up during a sync can lead to incomplete or corrupted files because the database is still being written to. This may cause problems such as:
Missing recent records in the backup
Partial or invalid database files
Errors like “unexpected end of file tar archive” when restoring later
💡 Best practice: Perform backups at the end of the day, after synchronization has finished, and confirm that the backup file size looks reasonable before disconnecting any external media.
🔍 Viewing Backup Details
After a backup is created, you can view its details.
In System → Backups → Backup Explorer, find the backup in the list.
Tap the eye icon under Actions to view its metadata and verify its status.
Check that the file is encrypted (if you chose that option) and that the file size is greater than zero.
Label/ID
Unique name or identifier for the backup file.
Timestamp
Date and time the backup was created.
Created By
The username of the person who made the backup.
Location
Whether it was saved to Private, Public, or External storage.
Encrypted
Shows if encryption was applied.
Size
The total size of the backup file.
♻️ Restoring a Backup
If your app is reset, reinstalled, or you receive a replacement tablet, you can restore your data from a saved backup.
🛈 These actions are performed in the Android tablet’s Settings, not inside the IIS app. This ensures the app is completely reset before restoring your data.
Locate Your Backup
Ensure you have a recent backup file saved on your tablet or external USB/SD drive.
💡 The backup file will typically be found in the Documents folder or on your connected media (e.g.,
Documents/Backup-2025-11-03.bin).
Open Android Settings
On your tablet, go to Settings → Apps → UNICEF IIS (Preview) → Storage & Cache.
Clear App Data
Tap Clear Data / Clear Storage, then confirm.
The app’s Data and Cache should now show 0 B, meaning it has been fully reset.
⚠️ This action removes all local data — including unsynced records — so ensure your backup is complete before clearing.
Restore from Backup
Reopen the UNICEF IIS app. When prompted, select Restore from Backup.
Browse to your Documents or Downloads folder.
Select your
.binbackup file.If the backup was encrypted, enter the passphrase you created during backup.
Wait for the progress bar to complete — this may take several minutes.
🕓 Larger backups with many records or images may take longer to restore.
Verify the Restore
Once the process finishes:
Log in to the IIS app as usual.
Navigate to System → Synchronization.
Confirm that:
The Outbox and Sync Logs are visible.
Patient and session data appear correctly.
The Realm and Endpoint settings match your facility.
💡 To confirm which backup was restored, check the timestamp under System → Backups → Backup Explorer.
💽 Backup Storage Locations
Private
/data/data/org.santedb.mdlp/... (Application Private Storage)
🔒 Internal recovery backups
Stored securely within the app’s internal assets. Not accessible to users or other apps. Intended for automatic or system backups that persist unless app data is manually cleared.
❌ No
✅ Yes (unless app data is cleared)
Public
/storage/emulated/0/Documents/ (Application Public Storage)
💾 Manual backups
Saved to the tablet’s Documents folder. Accessible through Android’s File Manager. Requires encryption and a password when created.
✅ Yes
✅ Yes
External (Public)
/storage/emulated/0/Documents/ (or SD/USB if connected)
💽 Move backups off the tablet
Lets the user choose where to store the file (e.g., SD card or USB-OTG). Defaults to the same Documents folder as Public when no removable storage is connected.
✅ Yes
✅ Yes
📝 Simplified explanation for users:
Private – stored safely inside the app; used automatically; not visible to users.
Public – saved in the Documents folder; can be opened or moved if needed.
External – used to move backups to another device or USB drive.
🔐 Security & Good Practice
Always encrypt backups and write down the passphrase somewhere secure.
Prefer Public/External backups so you can easily find and copy them later.
Check every new backup appears in Backup Explorer with a recent timestamp and a non-zero file size.
Perform backups:
Once a week
Before any app update or tablet reset
Before handing the device to another user or facility
Keep an extra copy on an external USB stick or SD card whenever possible.
Follow your Ministry of Health or facility’s data retention policy for long-term storage.
🧠 Quick Reference Summary
Create a Backup
System → Backups → Backup Explorer → Backup Now
Clinical Manager / Nurse-in-Charge
Documents folder or external USB
Restore a Backup
System → Backups → Select File → Restore
Clinical Manager / SysAdmin
Documents or USB drive
Delete a Backup
System → Backups → Actions → Delete
SysAdmin
N/A
Reference: SanteSuite Backup Procedures
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