1.  Organize Data:  The first thing that must be done is to clean and organize data.  All of your data should be under one directory from the root drive in appropriate sub-directory.  The Windows standard of "My Documents" with sub-directories works best.  Get a pad of paper and a pencil to write down information you will need.

2.  Determine Data Size:  Open Windows explorer and highlight the "My Documents" directory.  Right Click on "My Documents" and go down and select Properties.  (If you have multiple computers such as a PC and a laptop, repeat this section for each computer and then add the numbers.)

This will open the Properties menu and then select the general tab.  This will give you the information on the amount of data in the "My Documents" folder.  You want to write down the "Size on Disk" in it's complete form figure which in this case is 5,574,144,000.  If you have information on another drive, record that information as well on you sheet of paper using the same procedure you used here.

3.  Determine System Size:  Open Windows explorer and double click the "My Computer" directory.  Right Click on the "C" drive and go down and select Properties.

This will bring up the Disk Properties Screen.  You will see the Used Space, Free Space and Capacity  information.  Write down the Used Space figure on your paper in the whole number form, in this case Used Space = 28,223,107,072.  If you have information on other drive, record that information as well on you sheet of paper using the same procedure you used here.  

4.  Determine Critical Data Size:  Critical data is data that you must backup every day.  Examples of this would be your accounting data, your current work documents or tax information. While Aunt Mini's pictures are important, they are not critical. They can be backed up to CD or other media and will be contained on the on-site backup system.  Locate and select each file or directory of files and write down the size on your notepad.  It would be best to organize the critical data under one folder and then move it from the folder to permanent storage folders as it is completed.  An example of this would be a spreadsheet for a sales quote and after the quote is approved, move the file to a folder for this customer.  Click here to see example of how your data should be structured.

5.  Determine Backup and Storage Requirements:  Take all of the figures that you have written down on your sheet of paper and Click here to download our excel worksheet.  This sheet will help you determine your needs to create complete backups of your system.  Once you have completed the worksheet, print it out for your records or write down the storage requirements.  WE HIGHLY SUGGEST THAT YOU USE THIS SHEET TO DETERMINE YOUR BACKUP NEEDS.

Special Note for Outlook Users: One of the most frequent complaints is that when your computer goes down you lose all of your Outlook emails and contact information.  There is no sure fire method of backing up Outlook Data except by using a manual method.  Click Here to see how to backup Outlook Data and determine this figure for your Critical Offsite Backup.

6.  System Requirements:  It is preferred that you use Windows XP Professional.  While Windows XP Home and others (Windows 2000/NT/Me) will work, the security features and backup capabilities of XP Pro is preferred.  Your system must be capable of establishing a VPN connection to secure (encrypted) transfer of your data. Your system must be capable of creating secured (encrypted) backup files that are only accessible by your system. (Windows XP Pro Backup program or equivalent and a 128 bit program that Offsite Data Backup will included in your package) and one available USB Port (USB 2.0 recommended but not required).