The document provides instructions for cleaning up files in preparation for migrating them to a new Virtual Office Advantage (VOA) environment, including deleting unnecessary files to save storage space costs, moving personal files to flash drives, and organizing desktop files into folders to designate which should be migrated versus stored locally. Users are directed to resources on the company intranet site for more information and support from pilot users during the file cleanup and migration process.

1. File Clean Up Guide
How to clean up your files
for the migration into the
Virtual Office Advantage
(VOA) environment.
Presented by:
The Decatur Technology Committee

2. What is the Cloud?
(aka- Virtual Office Advantage)
The easiest way to understand the cloud is
to think of it as a utility, like electricity.
When you plug a device into a wall outlet,
electricity flows. You didn't generate the
electricity yourself. Who am I?
Cloud computing works on the same
principle. Through an internet connection
(the equivalent of an electrical outlet),
you can access whatever applications,
files, or data you have opted to store in
the cloud--anytime, anywhere, from any
device.

3. Where do we store our files now?
1. The Desktop
2. My Documents Folder:
 Documents
 Pictures
 Music
 Videos
3. Elsewhere on the C:/ drive
4. A Network Folder

4. How will files be moved to the Cloud?
The following files will be moved automatically:
1. Files in the My Documents folder:
Documents, Pictures, Videos, and Music
2. Files in the shared network folder
The following files WILL NOT be moved:
All files on your desktop
Files that exist anywhere on your C: drive
besides the My Documents folder

5. How do you prepare for this change?
First things first…
A page has been created on DecaturNET to share
all the information you’ll need during this
process. Check it out for documents, frequently
asked questions, and other resources:
http://orange/cloud/default.aspx

6. How do you prepare for this change?
You can also talk to users from the
pilot test group from your
department/division:
CLICK HERE FOR THE FULL LIST

7. File Clean Up
WHY?
We need to ensure that you keep all work-essential
files you need to do your job, but every piece of
information transferred over to the cloud costs
money. This includes documents, photos, and any
other type of file you have on your computer.
Fun Fact!
For every 4G flash drive of data that is not transferred
to the cloud, the City saves $96 per year. If every one
of the drives purchased for this project gets filled up,
that will save almost $10,000 this year alone!

8. File Clean Up
HOW?
1. Go through your work files and delete anything you don’t need
(i.e. duplicate documents, blurry photos, outdated items)
2. Move all of your personal pictures, music and files off of your
work computer. Bertha Hunt (ext. 6516) has flash drives if you
need one.
3. Create a copy of the files on your desktop so that you can
have access to the same items in VOA
TIP: Focus on photos and videos as they take
up a lot of space!

9. Deleting Files
Take some time to review your work related
files. Make sure to delete any of the following:
 duplicate documents & photos
 blurry photos
 outdated or unnecessary items
If you are unsure of what constitutes a work
essential file, please contact your
department/division head.

10. Personal Files
 If you leave personal files in your My
Documents folder after the VOA migration,
they will then be stored on servers owned by
VC3. Not only will the City of Decatur be
paying for the space, but now your personal
information may have just become someone
else’s property.
 Personal files should be moved to a storage
device such as a flash drive (See Bertha Hunt or
your department head).

11. How to Use a Flash Drive
1. Plug your flash drive
into an available USB
port on your computer.
2. Click the start icon in
the bottom left corner
of the screen and then
select computer on the
right side of the pop-up
menu.

12. How to Use a Flash Drive
 The flash drive in the example above is called
“Kingston urDrive” as you can see in red above.
Your flash drive will have a different name.
 This screen will tell you how much space is
available on your flash drive.

13. How to Use a Flash Drive
There are many ways to move files onto a
flash drive.
 Drag and drop
 Copy and paste
 Send to function
Refer to the Managing Your Files section of
this presentation for more information.

14. File Cleanup; The Desktop
If you store files on your desktop, please
follow these instructions.
THESE FILES WILL NOT BE MOVED TO THE VOA.
The desktop is the screen that you will see when
you first login to your computer. Most users will
store at least a few documents here, and its
important to know that these files will be lost if
not moved to a folder in My Documents.

15. File Cleanup; The Desktop
What is the difference between the files on
the desktop and the files in the My
Documents folder?
• The files on the desktop are stored on your
physical computer.
• The files in your My Documents folder are
stored on the city server. When you click on
your My Documents folder, it just tells the
computer to look for your files in a
particular location on the city server.

16. File Cleanup; The Desktop

17. File Cleanup; The Desktop
As you can see, there is a lot of junk on
the example desktop. The first step is to
decide which files are work related and
which files are personal. Personal files
should not be migrated into the VOA
environment. To help with this, create 2
folders. One will be called Personal and
the other will be called Work Related.

18. File Cleanup; The Desktop
 Once you’ve organized your
desktop files into 2 folders, the
folder entitled Work Related
can now be moved to the My
Documents folder. Highlight the
folder, right click, select Send
To, and select Documents.
 The folder named Personal can
be sent to you flash drive by
highlighting the folder, right
click, select the Send to
command, and then selecting
your flash drive from the
resulting pop-up menu.

19. Managing Your Files
Use this section to learn how to perform
tasks like creating folders, deleting files, and
moving files from one place to another.

20. Creating Folders
To create a folder on the
desktop, right click in some
open space on the desktop.
Choose “NEW” and another
box will appear. Choose
“Folder” in the new box.
When looking at your files in
File Explorer you will have a
button that allows you to
create a New Folder.

21. Naming Folders
A folder should now have appeared on
screen with a highlighted box that says
new folder. Erase that name and
rename it to whatever you need.

22. Moving Files: Drag and Drop
You can move files in many
ways.
One way is to simply grab
the file by clicking the
mouse and holding down the
button. You can then drag
the file and release the
button over the folder to
move it.

23. Moving Files; Send to
 You can move any file or
folder to a new location
by right clicking,
selecting Send to, and
selecting your desired
location.
 Documents should be
used for work related
items.

24. Wrap Up
You should now have all of the information
necessary to organize your computer in
preparation for the VOA migration.
If you have any questions, email Jabari Cole
at jabari.cole@decaturga.com or check with
a pilot user from your department/division.