MANAGING STORAGE

Deleting data from Depositit

Should you ever wish to delete information from our servers, please carry out the following instructions:

1. Open the Depositit software by double clicking on the padlock icon on your desktop
2. Click on the 'Restore' window
3. Enter your password
4. Left click on the backup definition you wish to delete (or click on the plus (+) to view the cycles that you may wish to delete)
5. Once highlighted in blue, Select the 'FILE' menu and click on 'Delete from Server'
6. Enter your password to confirm your intention to delete your selected data from Depositit.

Alternatively, if you wish to keep the definition but want to delete or reduce the number of cycles you keep you should follow the instructions below on "Reducing Backup Cycles". This provides a simple, quick and efficient way for you to remove excess cycles and keep your storage levels under control. For example if you reduce your backup cycles from 30 to 2, the next time your backup runs the last 28 backups will automatically drop off our servers.

Notes

1. If you are deleting a definition that contains a large amount of information you may find this can take up to 10 or 15 minutes and a grey box will appear on the screen whilst this happens.
2. Please be patient and let the software run until it has finished deleting your information.
3. If you have deleted a complete definition from the server, please also ensure you have deleted it from the ‘Backup’ area otherwise it will backup all over again when it’s next scheduled to run. To do this, open the Depositit software > highlight the definition > go up and click ‘delete’ on the taskbar.

IMPORTANT: Deleting information will reduce the storage for your account, however please be aware that once you have deleted information from our servers it will be completely removed and no longer available for restore. Please consider carefully before deleting any information. This action cannot be undone.

Reducing Backup Cycles

On the bottom right of the software there is a box called Backup Cycle with a number in it. Backup Cycles refer to the number of archived copies of your files we hold on our servers and by default Depositit keeps the last 30 versions of your information. This means when you overwrite a document or get a virus you can easily go back in time and retrieve a clean copy.

To understand this better, imagine you backed up to a new Disk each day. At the end of the month you would have 30 Disks on the shelf allowing you to retrieve information from any of those days.

Depositit does this automatically for you and on day 31, day 1 drops off and the cycle revolves so you always have the last 30 days available to restore from. You can reduce your Backup Cycles down to just 1 so that each backup overwrites the last one or increase to store up to 10,000 back copies!

Having a backup cycle of 30 should not increase your storage with us, as after the initial backup Depositit only backs up new or changed files. However when backing up continually growing files such as 'emails' or databases' we strongly recommend that these are backed up by themselves (as a separate definition) and the Backup Cycle is reduced to 5. This is because databases and emails are single files, which tend to increase in size each time they are backed up*.

When backing up continually growing files such as 'emails' or 'databases' we recommend:

1. these are backed up by themselves (as a separate definition) and,
2. the Backup Cycle is reduced (to 5).

To Amend the Backup Cycle for any definition, please follow these instructions:

1. Open the Depositit software
2. Left click on the definition you wish to amend so it's highlighted.
3. Overwrite the figure currently in your 'Backup Cycle' at the bottom right of the screen and reduce/increase as required.
4. Click SAVE

Repeat for any additional definitions that you wish to amend

IMPORTANT: We do not advise having a Backup Cycle of 1 as this will overwrite the previous backup each time. Depositit recommend a minimum Backup Cycle of 5, although any amount may be set.

* Like all Depositit backups, databases and emails backup incrementally. After the first backup has completed only the changes to these files are uploaded, so it is very quick. Once the changes to the file have been backed up the system rebuilds the file so you always have a complete copy to restore from. This is the safest way to backup.

How to Stop Backups from Running

There are 2 ways to stop definitions from backing up:

1. If your definition is midway through a backup:
• Open the Depositit software
• Click on the Backup Status button (top right)
• When the Progress Meter appears click 'pause' or 'cancel'

When Cancelled, nothing that has been backed up will be saved.

When Paused, any data that has been transferred will be saved and the backup will resume from the place where it has been paused the next time it runs.

2. If you wish to stop your definition/s from backing up automatically
• Open the Depositit software
• Left click on the definition you no longer wish to backup
• Go down to the Set Active box (bottom left) and un-tick this
• Click SAVE


Repeat individually for all definitions.

NOTES:

When a definition is made inactive it will no longer backup automatically BUT you are still able to back it up manually at any time.

When a definition is made inactive the data stored on our servers for this definition will remain and count towards your storage usage.

You can re-activate a definition at any time by following the above instructions and re-ticking the set active box.

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