Tag Archives: carbonite

Going all digital with the Fujitsu ScanSnap S300

I’ve been on a quest the last 6-8 months of trying to get rid of all my hard copy paperwork that I keep at home.  I had a massive filing cabinet with paperwork that included:

  • Tax filings from previous years
  • Receipts and paperwork for upcoming tax year
  • receipts
  • immigration
  • mortgage
  • car maintenance records

The list just goes on and on. It was so easy to have a filing cabinet and just throw things in there and, the next thing I knew it, I had years worth of paperwork accumulated.  Some of it was important to have the originals, some not, and most of it useless.  So I decided I wanted to go all digital with my paperwork, to not only reduce physical clutter, but also make it easier to find specific documents. I had visions of all my paperwork scanned, OCR’d and tagged so I could do a search in Vista for a particular and all the pertinent documents would be shown.

So I decided that I would go through nearly 10 years of paperwork, throw away what was irrelevant, and sort the remaining into 2 buckets: what needed to be kept in original hardcopy and what could be scanned.

I did this sorting process over a 4 day period and the net result was 3 full garbage bags of papers that I brought for professional shredding and disposal.  The rest of the documents for keep and scan was very, very small which wasn’t surprising.

Now I had to move onto the task of going digital with my paperwork life. In order to achieve this, I needed the following things:

  1. A folder structure and file naming convention that would make sense without looking at the document contents or tags.
  2. A scanner that made it easy to scan multiple sheets, double-sided in a single pass and gave me some sort of automation to easily get to a PDF
  3. Reliable backup and storage method

Folder structure

I decided to make top-level folders for all major buckets of documents:

  • Car
  • House
    • Mortgage
    • Insurance
  • Immigration
  • Taxes
  • Business
    • Model Releases
    • Taxes
    • Business License
  • Misc

The first 5 root folders fit nearly all my documents very neatly and the last miscellaneous category was created to hold outliers that just didn’t fit in the main set.

File naming convention

For the file names of each scanned document, I wanted to ensure that the names conveyed the purpose of the document as well as the date so each individual file was self-describing without relying on any folder structure so that if I was ever looking at an individual file, I wouldn’t need other files or the containing folder structure to describe it.  The other added benefit was that if I ever changed the folder structure, the file names could stay the same.

I ultimately settled on:

<YYYY><MM><DD> – <Document name>.pdf

The date prefix always matches the date on the document itself, or if that’s missing, the date I received it.  I never wanted to make the date the day that I scanned it since that date is never relevant.

Scanner choice

With the help of my friend Fil, who also went all digital (months and months before me), I decided on getting a Fujitsu ScanSnap S300 which satisfied all my needs.  It was the newer model to his scanner, and much more compact which also fit the bill for what I was looking for.

Features that were important to me:

  • Scans double-sided in a single pass
  • 10 pages document feeder
  • 8 pages per minute
  • One-touch scanning
  • Auto PDF and OCR after scanning
  • Support Vista
  • Very, very compact

Basically, this scanner has it all!  I love the convenience of it’s small size and the fact it will create a PDF and OCR automatically after I initiate a scan. The only manual thing I have to do is choose the folder to save the file and specify the file name.

The things I don’t like about the scanner:

  • Doesn’t have TWAIN drivers which means it isn’t recognized as a scanning device through Windows natively – in other words, you need their software to drive the scanner. Fortunately, the software operates well enough and also has a good OCR engine
  • It’s not clear from their website whether or not it supports 64-bit which will impede my eventual move to 64-bit Vista.

Reliable back and storage

Backing up all the scanned documents is obviously a key part to this whole process. No sense in scanning all this paperwork and have it stored on a single hard drive on my computer that is bound to fail at some point.  Luckily, due to my past investments, this was the easiest part for me.  I have a Windows Home Server machine that backs up all my documents to its local RAID.  I also have all my data (including scanned paperwork) backed up off-site using Carbonite. (Update: As of May 2009, I have switched back to Mozy)

Closing thoughts

Overall, the Fujitsu ScanSnap S300 document scanner is a dream and everything I was looking for.  It’s the best on the market that I’ve seen and it’s price point is quite low in my opinion for the value that I’m deriving from it.  My entire process now with document scanning is that as I receive mail or documents that I want to keep, I keep them on the edge of my desk then at the end of each week I scan the lot of them.  I’ve found this works better for my lifestyle rather than scan each document as it comes on a daily basis.

Now with my investment in workflow at home, I can actually do a search in File Explorer in Vista for a particular word, and the contents of the scanned documents are now actually searched in addition to the rest of the files on my system.  So my vision of searching for a particular keyword and getting back all pertinent documents is now a reality.

If any of you are still keeping hordes of paperwork at home in massive filing cabinets, I encourage you to at least experiment going the (nearly) all digital path.  It’s made things SO much easier for me.

Special thanks to Fil for providing advice along the way and  the original scanner recommendation.

Carbonite and data migration to new computer

I have 8.9 GB left of my initial 117.6 GB Carbonite backup!  I don’t like how there is not upload speed indicator in the Carbonite application, but other than that, the experience has been far, far better that Mozy (which explains why I switched along with a few others). 

The one thing I’m not sure of though, is how Carbonite is going to handle the fact that I’m about to migrate to a new computer. When I copy all the files to the new machine, is the new instance of Carbonite on that new computer going to re-backup all of the files again?  I was thinking of just using Windows Easy Transfer to migrate my files, but not sure if all the file attributes will remain the same which will then trigger Carbonite to re-do the initial backup of all my data.  Perhaps I should use something like Robocopy with the “/COPY=DAT”, “/DCOPY:T” and “/ZB” flags?

Mozy to Carbonite… Oh no you don’t!

After relative bliss with Mozy the past few months, I finally decided to switch to Carbonite.  The Mozy client software is riddled with bugs and the upload throttling logic has plagued the utility of my machine while backups are in progress.  To make matters worse, their client software updates have been less than smooth with it frequently being the case I have to uninstall it completely first, reboot and reinstall. Upgrades? I think not.

I recently picked up a Windows Home Server (WHS) to replace my D-Link DNS-323 NAS due to the improvements in network performance and remote access scenario I get.  WHS is based on Windows Server 2003 and Mozy consequently assumes that I’m a business/enterprise user and doesn’t let me use their standard account.  Their client software has an explicit whitelist of platforms it can install on. 

In order to get WHS support, they want me to upgrade to their "Mozy Pro" account. Let’s compare their pricing:

  • MozyHome: $4.95 per month, all you can eat storage
  • MozyPro: $3.95 per month + $0.50 / GB per month

I have 116 GB currently backed up through Mozy which means that "upgrading" to MozyPro would cost me an additional $57 per month over what I’m paying now!  Goodbye Mozy.

Enter: Carbonite.  I’ve heard such great things about the service from friends, including Omar’s recent ramblings. I was particularly impressed that the CEO of Carbonite even took time to respond in the comments of Omar’s blog. I love it when companies close the loop with actual end-users. 

I signed up for a new Carbonite account which took all of 5 minutes. Easy schmeasy. 

As part of this switch from Mozy to Carbonite, I also wanted to run the backup software on my WHS machine, since I could then eliminate the need to even have my desktop PC turned on for backups to occur. 

I downloaded their client software and attempted to install it on my Windows Home Server through remote desktop into the administrator’s account. It successfully installed, but when their client service attempted to "register my computer" with the Carbonite cloud service, it failed. It opened IE and navigated to an error page that said:

Carbonite could not connect to the server to complete registration.

It’s possible that a firewall or other security program may be preventing Carbonite from connecting to the Internet.

If you have Norton Internet Security installed, click here for instructions to configure Norton Internet Security to work with Carbonite.

Hmm… Okay, sounds like a firewall issue.  I explicitly allowed the Carbonite client exe to bypass the firewall but that unfortunately didn’t resolve the issue.  I then turned the firewall off completely as a test, but still no dice.

I searched their online help with no luck and did a general web search for Carbonite on WHS, but no luck there either.   I resorted to emailing their customer support to describe my problem and 2 days later they responded with this:

Hello and thanks for contacting customer support:

I apologize but Carbonite doesn’t support the Windows Home Server either, as Carbonite was designed for Windows XP and Windows Vista.

Their OS support matrix on their site isn’t that easy to find, but I did find this after digging around longer than I expected:

The current version of Carbonite is designed for Windows XP and Windows Vista. Carbonite supports both the standard 32-bit and 64-bit versions of both XP and Vista. Carbonite will not support older versions of Windows (Windows 98, Windows 2000, and Windows ME). Carbonite for the Mac will be available in mid-2008.

There is no mention of explicitly not support Windows Server SKUs and since I was able to install the client without any platform warnings, I assumed that it would work.  We all know what they say about when you "assume".  Admittedly, I have to shoulder some of the blame for this since I should have explicitly checked that WHS would be supported.

Since their customer support was less than helpful, as a hail mary, I have an email to their VP of Customer Support probing into this further (they gave me his email address as part of the response they sent in case I had more questions).  I’m keeping my fingers crossed that it’s an issue that can be readily solved.  My last resort is mapping a drive to the shared folders and backing up from my desktop PC.

In the meantime, if anyone has successfully gotten Carbonite working on a Windows Home Server, let me know!