My Documents

My Documents is the focus of data backup and a critical component of this migration off of Windows XP / Office 2003. Since the Network is being used to backup your local data files and this migration will include everyone using a computer the amount of available space to capture everything obviously needs to be pared down to the bear essentials. So exactly what data is being backed up?

Before we answer the question of what data is being backed up let us reassure you that all data which is essential to the productivity of the work you do on a day to day basis and is not already on a York Network Share will be backed up. The question is how much of the data that resides on your computer is related to the work you do?

Before we get to that lets first understand the number of pages that can exist in a megabyte or gigabyte of computing data. This number varies depending on the file type in question. To simplify the point the paragraph below will indicate a variety of file types and the most commonly accepted file sizes with the amount of pages that can be stored in either a megabyte or gigabyte of data. The different ranges in the amount of documents is directly related to the file types. For example a Microsoft Outlook email file may take up a large amount of disk space even though when printed it would results in a small number of pages yet an Excel file could result in a large number of pages printed even though the amount of space taken up by the actual file could be relatively small.

The ensuing common types of files often result in an average number of pages per gigabyte and megabyte:

Document Type

Average Pages/Doc

Average Pages/GigaByte     Average Pages/MegaByte

page1image13584

Microsoft Word

8

64,782                                            63

Email

1.5

100,099                                          97

Microsoft Excel

50

165,791                                          161

Lotus 1-2-3

55

287,317                                          280

Microsoft PowerPoint

14

17,552                                             17

Text

20

677,963                                           662

Image

1.4

15,477                                             15

page1image47864
As you can see from the above chart your a gigabyte of data holds a tremendous amount of data. If you have created over 64,000. documents worth of data you are only approaching 1 Gig of drive space. We are estimating an average of around 3 gigs allowance for each user with exceptions for those who work with file types for example like images that take up a ton of space as indicated by the above chart.
If you have images or music files on your computers that are not related to work you do, it is recommended that these files be moved before the start of your migration. These files take up enormous amounts of space and we can't accommadate this on the Network due to space limitations.
So what data is being backed up by the migration team?
Everything in the My Documents folder which does not include personal images or music files unless this is essential to your operation.
Please note that sometimes you may have data outside of this My Documents folder for example many users save files to their Desktop. I would strongly encourage you to do house cleaning and get everything you want backed up in the My Documents folder. If you need assistance with this please mention this when IT management comes around to visit your department.
How much of the data on your computer is related to the work you do?
Only you can answer this question. As we have already stated personal images and music files will be by passed especially if considered non work essential. Do a complete review of the data on your computer and remove any files that are no longer necessary or which you need to save to a thumb drive or external source.

If you want to see the size of your My Documents folder right mouse click on the My Documents folder and click on properties. If the size is over 3GigaBytes we may need to work with you to review how much of the data is necessary for copying.

Please note that as part of the data backup the migration team will not be moving data they will be copying data. The harddrives of faculty and staff will not be over written and will be held for a short period of time to allow for any missed data to be recovered should the need arise.

As part of the update to Windows 7 your computers hard drive will be partitioned. The main partition is the C drive. There will also be a second partition called the D drive. The D drive is the partition you should create a folder called "My Local Documents" use this to save any documents you want that do not need to be backed up. The C drive will be completely administered by Information Technology. Only your applications and operating system will reside on the C drive partition. Should there be any problems with your computer that will take longer than 30 minutes to repair, Information Technology will completely redo the partition thus saving time and putting your machine into a day 1 state. Since this only takes place on the C drive partition, local data you saved on your D drive partition is unaffected. In summary, C drive is administered by I.T. and D drive is for your use for data which may not necessarily be essential to your day to day operation. As of the migration off of Windows XP /Office 2003 your My Documents will be on the Network and this is where you want to save all your essential work so that it is backed up nightly.

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