Atellica® Solution Database Management Online Training

Continue Main Scene Master Template HILS 2218| Effective Date: 25-Mar-2022 Atellica® Solution Database Management Online Training This course includes information on the management and retention of data in the software. Welcome Welcome to the Atellica Solution Database Management Online Training. This course includes information on the management and retention of data in the Atellica Solution software. Course Topics Data Retention How long data is stored in the software Database Archiving What options are available for data archiving Data Restore How to store data off system, and how to restore a database QC Database Data retention and settings for QC data Data Retention Database Archiving Data Restore QC Database Note: Use the tips included in this training to help keep the system running smoothly. Select the tab arrows to learn more about each topic. Course Topics A clinical laboratory produces a lot of records, documents, and data. For accreditation compliance, such as for CLIA or ISO, a document control plan is required which defines the retention limits, backup time frames, and how the data can be easily accessed when needed. This helps to ensure traceability of data. The four topics covered in this training are data retention, database archiving, data restore, and QC database. Select the tab arrows to learn more about each topic, and how the Atellica Solution has features to help you with your database management. Data Retention Scenario: The Atellica Solution stores data in the software for a defined period of time before it automatically archives and then deletes the data. To learn more select the play button below. Play Data Retention The Atellica Solution stores data in the software for a defined period of time before it automatically archives and then deletes the data. The timeframe for the archiving and deleting differs by document type. To learn more, select the play button below. Database Archiving Scenario: Regulations asks you to define in your document control plan how long different types of data will be held in archive, and where it will be stored. To learn more select the play button below. Play Database Archiving Regulations asks you to define in your document control plan how long different types of data will be held in archive, and where it will be stored. Atellica Solution’s automatic maintenance activity manages the archiving and deleting of your data to help keep the database streamlined and your system running optimally. A good tip is to review the database periodically to understand how quickly data is accumulated. You can configure the thresholds for trimming some kinds of data and you can select where the data is filed, including to a network share drive. To learn more select the play button below. QC Statistics Database Scenario: One way to keep your system data streamlined is to review the data retention and delete settings for your QC Statistics data. To learn more select the play button below. Play QC Statistics Database One way to keep your system data streamlined is to review the data retention and delete settings for your QC Statistics data. To learn more select the play button below. Data Restore Scenario: Backups are run automatically providing data security in the event of a catastrophe. Files can be stored off-system within system security protocols and certificates. If needed, databases can also be restored. To learn more select the play button below. Play Data Restore Backups are run automatically providing data security in the event of a catastrophe. Files can be stored off-system within system security protocols and certificates. If needed, databases can also be restored. To learn more select the play button below. Disclaimer Please note that the learning material is for training purposes only. For the proper use of the software or hardware, please always use the Operator Manual or Instructions for Use (hereinafter collectively “Operator Manual”) issued by Siemens Healthineers. This material is to be used as training material only and shall by no means substitute the Operator Manual. Any material used in this training will not be updated on a regular basis and does not necessarily reflect the latest version of the software and hardware available at the time of the training. The Operator Manual shall be used as your main reference, in particular for relevant safety information like warnings and cautions. Please note: Some functions shown in this material are optional and might not be part of your system. Certain products, product related claims or functionalities (hereinafter collectively “Functionality”) may not (yet) be commercially available in your country. Due to regulatory requirements, the future availability of said Functionalities in any specific country is not guaranteed. Please contact your local Siemens Healthineers sales representative for the most current information. The reproduction, transmission or distribution of this training or its contents is not permitted without express written authority. Offenders will be liable for damages. All names and data of patients, parameters and configuration dependent designations are fictional and examples only. All rights, including rights created by patent grant or registration of a utility model or design, are reserved. Unrestricted | Published by Siemens Healthineers AG | © Siemens Healthineers AG, 2024 Siemens Healthineers HQ | Siemens Healthineers AG Siemensstr. 3 91301 Forchheim Germany Phone: +49 9191 18-0 siemens-healthineers.com Disclaimer Exit You have completed the Atellica® Solution Database Management Online Training Completion Data Retention Next Table with 3 columns and 13 rows Item Software Limits Operator Can Delete? Master Curves (in TDef- Lots) Up to 2,000. Purged by the system 6 months after reagent lot expires No Calibration Results System default: retains 2 years from when reagent expires. Operator can change to retain for 30 days to 4 years Yes Calibration Definitions No automatic trim. Must be maintained by operator Yes QC Definitions Limit is displayed in QC Statistics > Tools Yes QC Data Archive and Delete maintenance activity. Limits displayed in AQC tools. Default 90 days Yes Lot Log Archive and Delete maintenance activity. Deleted by the system once expired more than 2 years ago in previous month No Patient QC Data Archive and Delete maintenance activity. Limits displayed in AQC tools. Default 90 days Yes Patient Data 1M replicate data. 500k Active + 500k Historical. Archive and Delete maintenance activity settings Yes Maintenance Report 3 months onboard in Review and Approve No Maintenance Logs 100k entries and then trimmed. Deleted first in, first out (FIFO) No Audit Trail 45 days, FIFO is removed No Lab Evaluation Study Results 999 FIFO or maintained by lab Yes Blank Review the table to view the different document types and how long the Atellica Solution software stores the data for each. Maintenance Reports and Calibration Results are two of the most commonly needed documents for accreditation compliance. We will discuss both of those next. Select Next to continue. Select the System Navigator icon. Blank Let’s first discuss the maintenance report. To get there, select the System Navigator icon. Select the System Navigator icon to continue. Select the Maintenance Review and Approve button. Blank The Maintenance Report is found in the Maintenance section. Select Maintenance Review and Approve to continue. Select the Maintenance Review and Approve button to continue. Blank The Maintenance Review and Approve Report includes the maintenance activities for 3 completed months and the partial current month. This information is displayed one month at a time. This report can generate an internal or external report. The laboratory can print or export an external report for presentation to inspection agencies. To print the Maintenance Review and Approve Report, on the Tool bar at the bottom of the screen, select the print icon. For instructions on how to store the files off-system, refer to the Online Help. Select the System Navigator icon. Blank Let’s talk about calibration data next. Navigate to Calibration Results. To get there, select the System Navigator icon. Select the System Navigator icon to continue. Select the Calibration Results button. Blank Calibration Results is found in the Calibration section. Select Calibration Results to continue. Select the Calibration Results button to continue. Blank By default, the system retains calibration results data for 2 years from when the reagent expires. However, the operator can change the retention to be anytime between 30 days to 4 years. The operator can edit the retention in the Maintenance Configuration screen by editing the Archive and Delete Activity. During the daily automated database backup maintenance activity, the calibration data will be backed up. In the Calibration Results screen, calibration results can be manually exported by selecting the results to be exported, and then selecting the Export button on the right side of the screen. Blank In Reports Setup, the operator configures Calibration Results to automatically print a report to a printer or file when a calibration completes. In the File Options section, the location of the calibration reports is selected. For instructions on how to export the data off-system, refer to the Online Help. Note: Please click on the X in the upper right-hand corner to go back to the training Blank That concludes this discussion of data retention. Please click on the X in the upper right-hand corner to go back to the training. Database Archiving Blank In the Maintenance Log, you can see that during automated daily maintenance, the system automatically performs Archiving and Deleting. During the Archiving and Deleting procedure, the system encrypts all data transferred to the network or to a storage device. Let’s navigate to Maintenance Configuration to see where we can configure the Database Archiving and Deleting activity. Select the System Navigator icon. Blank We need to navigate to Maintenance Configuration. To get there, select the System Navigator icon. Select the System Navigator icon to continue. Select the Maintenance Configuration button. Blank Maintenance Configuration is found in the Maintenance section. Select Maintenance Configuration to continue. Select the Maintenance Configuration button to continue. Select View/Edit Activity . Blank To configure the data archiving and deleting options, select the Database Archiving and Deleting activity, and then select the View/Edit Activity button on the right side of the screen. Select View/Edit Activity to continue. Select View/Edit Activity to continue. Note: Keeping the least amount of data onboard the system is best practice for the smoothest running system. Blank Here you can adjust the archiving and deleting activity to occur more frequently, if needed. If the database is not archived frequently enough, this could cause a slow screen refresh. A good recommendation is to store data on a network share drive. The Network Share Access feature enables the transfer of data to secure off-system locations, such as a laboratory shared drive. The network administrator of the laboratory creates an Operator name and Password so the system can access network resources, such as off-system file repositories. Laboratories typically use these data repositories to share information between computers in the network or for the long-term storage of information, such as QC XML import files, patient sample records and results, QC sample records and results, the audit trail log, and maintenance log data. Refer to the Online Help for more information. Note: Please click on the X in the upper right-hand corner to go back to the training Blank That concludes the discussion of database archiving. Please click on the X in the upper right-hand corner to go back to the training. Data Restore F: > USERROOT > FTP > Export Blank To store files off the system within the system security protocols and certificates, set the path to the path that is displayed on this screen. The files will then securely transfer to the laboratory FTP server. These files then route to the desired location according to the IT administrator. Select the System Navigator icon. Blank Next, let’s discuss where you can go in the software to recover data and restore databases. To access previous databases to restore, select the System Navigator icon. Note that all modules will need to be in the stopped state prior to restoring databases. Select the System Navigator icon to continue. Select the Data Restore button. Blank Data Restore is found in the Utilities section. Select Data Restore to continue. Select the Data Restore button to continue. Select Data Restore. Blank In Utilities, select the Data Restore button to continue. Select Data Restore to continue. Blank In Data Restore, the buttons on the left can be selected to choose which module’s data to restore. Selected modules or all modules can be selected. Note that items can also be excluded from the restore. In the Select Database Backup section, the Browse button is selected to locate the Path, if appropriate. In the Date and Time section, the database to restore is selected. Once the database to restore has been chosen, the Restore button is selected. For more information about how to restore databases, refer to the Online Help. Note: Please click on the X in the upper right-hand corner to complete the training Blank That concludes this discussion of restoring data. Please click on the X in the upper right-hand corner to return to the training. QC Database Select the QC Statistics tile . Blank For laboratories that use QC Statistics, occasionally the QC Statistics database may need to be manually deleted depending on how much QC data your lab generates. You can view how much QC data you have used, and delete QC data in QC Statistics. Begin by selecting the QC Statistics tile. Select the QC Statistics tile to continue. Select the Tools tab . Blank Next, select the Tools tab. Select the Tools tab to continue. Select Database/Backup. Blank Select Database/Backup. Select Database/Backup to continue. Blank The tab for Database Backup displays the QC database capacity. The QC Statistics software monitors the current data usage of control results, patient median or mean data, and total control files. The Used column lists the current results and files that are stored on the database for each data type listed. The Max column contains the highest limit of values that can be stored in the database for each data type. The system alerts the operator when the database is close to maximum storage. If the capacity reaches 90%, the system stops accepting new orders until the operator addresses the condition. To avoid this situation, the operator can add a maintenance activity to schedule a reminder to maintain the QC database regularly and delete old records. To manually delete old records, let’s head over to the Maintenance tab. Blank In the Maintenance tab, here you can delete QC or Patient QC files, if appropriate. In the Show by panel, you can choose to select QC results by Control or by Test. You will then select the files to delete, and then select Delete on the right side of the screen. Note: Please click on the X in the upper right-hand corner to complete the training Blank That concludes this discussion of the QC Statistics Database. Please click on the X in the upper right-hand corner to complete the training. Effective Date: 12 Mar 2024 | QR700005499 1.1 Welcome 1.2 Course Topics 1.3 Data Retention 1.4 Database Archiving 1.6 Data Restore 1.5 QC Database 1.7 Disclaimer 1.8 Completion