Preparing to Upload Large Data Sets
Before you upload large amounts of data into SmartVault, it is important for you to do some preparation.
If you have a large amount of existing data you want to upload into SmartVault, complete the following steps:
1. Verify that your documents are stored in folders that have been separated from your operating systems and applications folders.
Save document files such as PDF files and Microsoft Word or Excel files on a separate drive or partition. Separating document files and program files you reduce the risk of accidentally deleting your documents when you install or upgrade programs.
2. Identify critical data sets.
Identify which data sets are critical and need to be migrated over first, versus other data sets that are less critical.
3. Purge (delete) documents you no longer need.
Review your existing data set, and identify and purge files you no longer need to keep. This will reduce your upload time.
4. Create data sets with less than 1GB of data and less than 100 folders.
The fastest and easiest way to upload documents into SmartVault is by using the SmartVault Drive. With the SmartVault Drive, you can simply cut and paste or copy and paste folders directly into SmartVault.
When using the SmartVault Drive to upload data, SmartVault recommends that you divide the documents you want to upload into SmartVault into data sets of 1GB or less. SmartVault also recommends that you have no more than 100 folders in a vault.
To check the size and number of folders in a data set, complete the following steps:
a. In Windows Explorer, select the data set parent folder and then click Properties.
b. In the Size field, verify that the size of the parent folder and all of its subfolders is 1GB or less.
c. In the Contains field, verify that the parent folder contains less than 100 folders.
d. If your parent folder contains more than 1 GB of data or more than 100 folders, reorganize the data into a smaller data set.
5. Make a copy of each data set you want to upload to SmartVault, and ensure that the copy of each data set is on a computer where the SmartVault Desktop software is installed and a SmartVault Drive has been mapped.
6. Identify where in SmartVault you want to upload the data set (sometimes referred to as “the target”).
Before you start to upload your data set, identify the vault or the folder in SmartVault where you want to put the data set. Also identify if you want to upload your data to the root of the vault, or if you want to upload your data into an existing parent folder in the vault, and confirm that the parent vault or parent folder has already been created in SmartVault before you begin your upload. For more information about creating vaults and folders, see
“Creating Vaults” and
“Creating Folders” .
7. Ensure that the location where you want to upload the data set, or the target, is empty, and does not already have existing files and folders in it.
Ensuring that the target does not already have existing files and folders in it will help ensure that the upload process is not interrupted by Windows asking you to respond to questions such as “Do you want to copy or replace this file?”.
After you have prepared your data sets and identified the locations in SmartVault that you want to upload the data to, you are ready to start uploading your data sets using the SmartVault Drive.
For more information about uploading large data sets into SmartVault using the SmartVault Drive, see
“Using the SmartVault Drive to Upload Large Data Sets” .
