DATA CLEANUP AND BACKUP INSTRUCTIONS

Note: Due to limited backup storage, we shall impose a quota of 5GB for every user. Requests
for additional storage capacity stating the appropriate justification should be made in writing with
the approval of Division's Partner or Manager. Approved requests shall then be forwarded to
TSG for implementation. All executable files, multimedia files, games, and zip files are strictly
prohibited and will not be copied to our server.

Things to do before the backup:

1. Identify all business related files that you need to backup and consolidate all your important
working files and folders into your “D:\MyDocs” folder.
2. Clean up your data by deleting or moving your non-business related files (personal files,
multimedia files, and games) to your personal external drive.
3. All your important files should now be organized into your D:\MyDocs and D:\Engagement
folders. Double-check these files for the existence of the following types of files:
• Multimedia files (.dat, .mp3, .mov, .mpeg, .mid, .wav, .wma, etc.)
• Graphics files (.bmp, .jpg, .gif, .wmf, etc.)
• Other unnecessary files (.scr, .pif, zip, etc.)
4. The backup process will take longer if these files exist in your backup folder when you copy
them to the server (\\AQUILA\TempFiles\YourName), or you may receive an error message
and the backup procedure will fail. You must remove these files from your backup folder.
You can use the Search functionality on the Start menu to facilitate the removal of these
files. Note: As a rule, the length of a filename (which includes the name of the folder
and subfolders where the file is found) cannot be longer than 200 characters in total.
5. Move all files for on-going engagements to “D:\MyDocs” and all previous engagement files
to “D:\Engagement Files” folder
6. Move all Lotus Notes related files to “D:\MyDocs” folder.
(Note: Local email archive/replica should not be included in your backup.)
• Go to the D:\Lotus\Notes\Data directory.
• Find your id file and move this file into your “D:\MyDocs”. This is the file named user.id.
In some cases, this file is also labeled with the initial of your first name and your entire
last name, and has the extension ".id". (i.e., if your name is Juan Cruz, then your Lotus
Notes id file would be labeled jcruz.id).
• Find your address book and move this file into you “D:\MyDocs”. Address books are
usually labeled names.nsf.
• Find your workspace file and move this file into your D:\MyDocs. The workspace file is
usually labeled desktop.dsk or desktop5.dsk
7. Write down the total file size of your “D:\MyDocs” and “D:\Engagement Files” folder on a
piece of paper to confirm the total file size of the server copy of your documents as a
precautionary measure against any data loss.
8. Move all personal files (i.e., graphics, music, multimedia, or other files not directly related to
your work) to your personal external storage.
9. Turn over your computer to TSG together with your signed backup confirmation.