Best practices to back up and store your files

Data on your PC are not safe, hard disks crash, PCs get stolen.
Store your data on the network, make a backup, archive on a CD.

I am a:

  1. Desktop User
  2. Laptop User

1. Desktop User

1. Documents

Place as much data as possible on the network:

  • Personal network share (M-Drive)

    Every user has a personal network share of 2GB. Place all your personal files on this share.
    If your network share is full, please archive some old files on CD-ROM.
    (See the FAQ file 'How do I burn a CD', how you can do this)
    Remove your archived data after you transferred them on a CD.

    Every night, a backup is taken from all your files on your personal shares. There is no need to take a backup from these files yourself.

  • Group(s) share(s) (S,T, ... Drive)

    Every department has an own group share. Access to this share is permitted for all members of the department. A group share has a limit of 6GB. Use this share to share all documents from a department.

    Every night, a backup is taken from all the files on the group shares. There is no need to take a backup from these files yourself.

2. Other data

Not only files stored on your network share are critical to you. Other files like Outlook personal folders, Favourites, .... need to be saved as well.

These files can be placed on your backup share (R-drive). Every user has a backup share of 650MB. This share can be used to place a backup of frequently changing files. When this share is full, you can burn this on a CD-ROM (650MB is the size a CD-ROM can hold). Remove your archived data after you have transferred them on a CD.

To assist you to take this backup, a tool was made by the IT department. Please refer to 'How can I use the backup script' to see the procedure on how to use this tool.

Note:

This tool is only intended to back up a small amount of data, which changes frequently (for example: personal folders, favorites, ...). You should place all your files on the network to guarantee no loss of data.

3. Some guidelines

  • Do not store any files on your desktop, place them on the network instead and make a shortcut to it on your desktop.
  • Avoid using personal folders in Outlook. Mail placed in personal folders is not accessible from Outlook Webmail.
  • Read the FAQ on 'How do I clean up my mailbox'.
  • Archive files you do not need every day on a CD-ROM (see also 'How do I burn a CD').

2. Laptop User

1. Documents

Place as much data as possible on the network:

  • Personal network share (M-Drive)

    Every user has a personal network share of 2GB. Place all your personal files on this share.
    If your network share is full, please archive some old files to CD-ROM. (See the FAQ file 'How do I burn a CD', how to do this.)

    Every night, a backup is taken from all your files on your personal shares. There is no need to take a backup from these files yourself.

  • Group(s) share(s) (S,T, ... Drive)

    Every department has an own group share. Access to this share is permitted for all members of the department. A group share has a limit of 1GB. Use this share to share all documents from a department.

    Every night, a backup is taken from all the files on the group shares. There is no need to take a backup from these files yourself.

    If however, you need to store a file locally (needed for a presentation, at home, ...) only place this file in the folder: D:\Users\YourUserName\My Documents
    When you do not need the file anymore, place it on your network share and remove it from this folder.

2. Other data

Not only files stored on your network share are critical to you. Other files like Outlook personal folders, favorites,.... need to be saved as well. These files can be placed on your backup share (R-drive). Every user has a backup share of 650MB. This share can be used to place a backup of frequently changing files. When this share is full, you can burn this to a CD-ROM (650MB is the size a CD-ROM can hold). Remove your archived data after you have transferred them on a CD.

To assist you to take this backup, a tool was made by the IT department. Please refer to 'How can I use the backup script' to see the procedure on how to use this tool.

Note:

This tool is only intended to back up a small amount of data, which changes frequently (for example: personal folders, favorites, ...). You should place all your files on the network to guarantee no loss of data.

3. Some guidelines

  • Do not store any files on your desktop, place them on the network instead and make a shortcut to it on your desktop.
  • Avoid using personal folders in Outlook. Mail placed in personal folders is not accessible from Outlook Webmail.
  • Read the FAQ on 'How can I clean up my mailbox'
  • Archive files you do not need every day on a CD-ROM (see also 'How do I burn a CD').
  • If you need a file for a presentation, at home, ... place it in the folder

    D:\Users\YourUserName\My Documents and remove this file as soon you do not need it anymore.


Author: DVSM\rafnou | Modified by: DVSM\wimpou, Tuesday October 13, 2009 17:26:24 +0200