A Smart Way to Backup Your Files

Setting up a backup system to backup your company files is one of the most important projects a business can do. Have you ever felt the horror of losing all your files? I hope not. That would be a terrible situation for any business owner. It consumes massive amounts of time and creates an enormous amount of stress. With that being said, if you don't have a good backup system in place this email will be the most important document you'll read this week.

All of us at Minutes Matter use Dropbox to backup and protect our files. Dropbox is a slightly different type of backup system. I save and store all of my files to a folder in Dropbox. You simply setup a filling system like you would in Documents. All files inside the Dropbox folder are stored/saved locally on our computer. Here's how the magic begins; once I save a file, Dropbox automatically syncs that file to my Dropbox account on their server in the clouds. Now, when I purchase a new device such as a new desktop computer, laptop, iPad or iPhone I simply install the Dropbox software on my new device and immediately my new device begins the sync process.

Why is this better than other backup systems? Most backup systems don't store a local copy of your files on your computer. When your files are locally stored on your computer, you can access your files faster and you don't need a internet connection to access/restore your files.

Here's why I love Dropbox in a nutshell! On my desktop computer, I can save a file for a client (a Studio Rendering or a proposal from QuickBooks in pdf format) to my Client folder in Dropbox and instantly it syncs to my Dropbox account in the clouds and then it syncs to my laptop, iPad and iPhone. Within minutes I have access to that file on all of my devices. Dropbox also allows you to share files or entire folders with partners, family or friends. That is just about everything you need or want in a backup system.

Finally, an easy way to save and store files to a central location. You can access your files from anywhere and from any device and with or without an internet connection. Are you beginning to see possibilities and benefits?

Two scenarios how Dropbox can be a great solution for your business:

Create a document on your desktop computer at the office, then at home later that night access that same file from your laptop computer.
Create a document on your laptop computer at home. Ask your partner/design assistant to look at the document and make any necessary changes from their computer.

You can access your Dropbox files easily on a Mac or a PC. Install the Dropbox software then click on the Dropbox icon.

Dropbox icon on a Mac (right side on top menu bar next to the clock)

Dropbox icon on a PC (right side on bottom taskbar next to the clock)

Are you wondering the price of this wonderful software? You can sign up for their free account which gives you 2GB of space. Once you determine the value of this unique backup system and want to save and store all your files in Dropbox you can sign up for a paid account. They have two levels $99 per year for 50GB and $199 per year for 100GB. We use the first paid level at $99 per year.

Share Dropbox with your partners, employees, friends and family and they get an extra 250MB of storage space free and you also get an extra 250MB for sharing with your friends.

Recommendation for a New Computer

I know many of you are in the market for a new computer, or are expecting one as a holiday gift, and now is the perfect time to buy. Computer prices are always the lowest at the end of the year! Every week, several people will call into our office and ask, "I am buying a new computer, can you tell me what I need?" We decided this would be a perfect time to let you know what we recommend both with regards to Studio, as well as general office productivity. So I asked Owen, my son and Vice President of Development, to write an article on his recommendations for someone in our industry purchasing a new computer.

**Below is a photograph of one of my desks, which show a dual monitor setup. The dual monitors are connected to my desktop computer. I also have my laptop next to my dual monitors, which enables me to use three screens. For the most part, when I am in my office, I use my desktop computer with the dual monitors. You'll be amazed at the increase in productivity just by adding a second monitor!

Owen's recommendation when purchasing a new computer:

When you decide to purchase a new computer, you need to consider what your computer needs for your business will be in three to four years from now, not just for today. Current software programs have dramatically increased in size, as well as the amount of resources they require, which translates to the size of your hard drive and amount of memory your computer has installed, so plan ahead to maximize your computer's useful lifespan.

Here are my recommendations for purchasing a computer today that will serve you for many years to come.

• Hard drive: 250GB with 7200 RPM
• Processor: 2.5GHz with Dual Core
• Memory: 4GB or 8GB (8GB requires a 64 bit operating system)
• Operating System: Windows 7 Ultimate (64 bit)
• Graphics Card: 512MB Laptop Screen: 15.4" or 17"
• Desktop Monitor(s): 22" - 24" single monitor or consider a dual monitor setup.
• Warranty: Purchase an on-site warranty for 3 - 4 year

Dual Monitor Setup for a Desktop: This is my preferred monitor setup. I recommend purchasing two 20" or 22" identical monitors. A 20" - 22" ViewSonic monitor can be purchased for under $200. Read the article "Two monitors are better than one" from Microsoft for setup instructions. Once you work with dual monitors you'll find it hard to go back to a single monitor. The setup is relatively easy, especially if you are using identical monitors. Another advantage to using identical monitors is the height and width of each monitor are the same, which makes for smoother viewing.

External Monitor Setup for a Laptop: If you are using a laptop computer you can also add a monitor. All you need to do is choose the option to extend your screen to a second monitor.

Computer Cables: Monoprice.com is the absolute best source to purchase any cables you need for your computer. Monitors normally include 3' cables. However, that may or may not be long enough to connect the monitor to your computer. Monoprice offers these types of cables for a third of the price offered by other companies. Monoprice also carries several iPhone accessories, check out the battery backup.

External Hard drives for backups: The final and most important item I recommend is the purchase of an external hard drive for backups. In fact, I recommend purchasing two! Rotate the second backup weekly and store it off site. An external hard drive should be compact enough to transport easily. When I order computer parts/components for Minutes Matter, I purchase from Newegg. They have a wide selection of just about anything you need for your computer and great prices. Fanton Drives has a portable external hard drive with a USB connection and has a huge data capacity of 1TB (terabyte or 1000 GB.) Make sure you set up your external hard drive to backup daily. This automation can be done through Windows Backup for Windows 7, Windows Backup for Vista or you can use the software that is included with your external hard drive.