ILNews

Start Page: 5 tips to better manage your digital data

Kim Brand
June 20, 2012
Back to TopCommentsE-mailPrintBookmark and Share

Kim BrandYou are a digital pack rat. You have no shame when you admit you have 100,000 emails in your inbox; in fact, you say it with a sense of accomplishment. You keep thousands of Word Perfect documents for clients whose names you don’t remember, even though you no longer use Word Perfect.

According to IBM, 90 percent of all the digital data existing today was created in the last two years. Good news: Hard drive capacities are expected to grow to multiple thousands of gigabytes (1000 gigabytes = 1 terabyte) in the next few years. After that, new technologies are expected to allow dozens of terabytes of storage on your laptop; enough storage for digital copies of every book, movie and song ever made.

Bad habits usually have bad consequences. But the consequences of mismanaging unfathomable amounts of data may be hard to, well, fathom. So allow me to scold you for your bloated inbox, chaotic file system and unkempt photos before you suffer the consequences of your untidy ways.

Here is five-step plan to manage lots of data:

1. Segregate active data from archive data

Many businesses employ accounting systems that accumulate data over years. Email is commonly ordered by the date it was received (and kept forever). But lots of data that is important today may become less important in a few years. Design your digital file storage system to separate information that is routinely accesbrandtip01_062212.gifsed from that which is used less frequently.

Outlook has a very useful ‘archive’ feature that can automate the movement of older email to archive folders. Allowing email to accumulate in your primary mail folder can lead to data corruption that can result in the loss of all your email. It also makes it very time consuming to find anything, back up or restore.

2. Isolate static data from dynamic data

Most hard drives are filled with a mix of data that you can’t change: the operating system, drivers, programs, etc. and the data you can change: documents, databases, etc. It is common to back up everything at the same time – but you don’t need to. Give higher priority to what changes and is irreplaceable if lost. You can always get another copy of Office from Microsoft.

If data changes often you’ll want more backups. Static data only requires one.

3. Outsource data management – use ‘hosted’ solutions

One of the best ways to manage data is to let someone else do it. Hosted email systems place the burden for backing up and managing critical email data on the provider. Microsoft now offers hosted Exchange for only $4/mailbox per month.brandtip02_062212.gif

Many online backup systems are suitable for photos and other files. You may not care to back up confidential client data in the cloud. In a well-designed system, you can specify groups of files that are important to keep, but not a killer if compromised.

4. Avoid copies of copies

One of the most useless wastes of storage space – and sources of confusion – is making copies of the same file in multiple places. This occurs when attachments are distributed to several people in the same firm. Instead: send a reference (a ‘link’ or just a description) to where the file is.

Transferring files to a server from a PC about to be replaced is another example. When the new PC gets installed, the files get transferred to it from the server, but the files remain on the server forever! Catch that mistake and you could save money by avoiding an upgrade to your backup system or lowered offsite storage charges.

5. Get good at searching

It’s no wonder that Windows 7 replaced the ‘Run’ command with the ‘Search’ tool on the start menu. Search will be more important than ever when we have millions of files at our fingertips.brandtip03_062212.gif

Remember: It is much faster and easier to find something if you put it in the right place. Mom was right.•

__________

Kim Brand is a technology expert, author and president of Computer Experts, Inc.  In addition to the Indiana Lawyer, he writes for West Publishing, the ILTA and the IL Bar Association. Kim also contributed to the ‘On-Premises’ section of the recently released ILTSO.ORG legal technical standards, and he is the inventor of the FileSafe Server. You may reach him at Kim@ComputerExpertsIndy.com. The opinions expressed are those of the author.
 

ADVERTISEMENT

  • manage your documents
    A good way to manage your documents is to use document management software. Such software (e.g. Globodox) lets you convert your hard copy documents into digital formats and helps you manage all digital documents in efficient ways. You can index, secure, organize, search and collaborate on documents. If you need advanced capabilities, you can use Globodox to automate document based business processes, keep an audit trail etc. It also lets you back-up your documents online.

Post a comment to this story

COMMENTS POLICY
We reserve the right to remove any post that we feel is obscene, profane, vulgar, racist, sexually explicit, abusive, or hateful.
 
You are legally responsible for what you post and your anonymity is not guaranteed.
 
Posts that insult, defame, threaten, harass or abuse other readers or people mentioned in Indiana Lawyer editorial content are also subject to removal. Please respect the privacy of individuals and refrain from posting personal information.
 
No solicitations, spamming or advertisements are allowed. Readers may post links to other informational websites that are relevant to the topic at hand, but please do not link to objectionable material.
 
We may remove messages that are unrelated to the topic, encourage illegal activity, use all capital letters or are unreadable.
 

Messages that are flagged by readers as objectionable will be reviewed and may or may not be removed. Please do not flag a post simply because you disagree with it.

Sponsored by
ADVERTISEMENT
Subscribe to Indiana Lawyer
  1. Call it unauthorized law if you must, a regulatory wrong, but it was fraud and theft well beyond that, a seeming crime! "In three specific cases, the hearing officer found that Westerfield did little to no work for her clients but only issued a partial refund or no refund at all." That is theft by deception, folks. "In its decision to suspend Westerfield, the Supreme Court noted that she already had a long disciplinary history dating back to 1996 and had previously been suspended in 2004 and indefinitely suspended in 2005. She was reinstated in 2009 after finally giving the commission a response to the grievance for which she was suspended in 2004." WOW -- was the Indiana Supreme Court complicit in her fraud? Talk about being on notice of a real bad actor .... "Further, the justices noted that during her testimony, Westerfield was “disingenuous and evasive” about her relationship with Tope and attempted to distance herself from him. They also wrote that other aggravating factors existed in Westerfield’s case, such as her lack of remorse." WOW, and yet she only got 18 months on the bench, and if she shows up and cries for them in a year and a half, and pays money to JLAP for group therapy ... back in to ride roughshod over hapless clients (or are they "marks") once again! Aint Hoosier lawyering a great money making adventure!!! Just live for the bucks, even if filthy lucre, and come out a-ok. ME on the other hand??? Lifetime banishment for blowing the whistle on unconstitutional governance. Yes, had I ripped off clients or had ANY disciplinary history for doing that I would have fared better, most likely, as that it would have revealed me motivated by Mammon and not Faith. Check it out if you doubt my reading of this, compare and contrast the above 18 months with my lifetime banishment from court, see appendix for Bar Examiners report which the ISC adopted without substantive review: https://www.scribd.com/doc/299040839/2016Petitionforcert-to-SCOTUS

  2. Wow, over a quarter million dollars? That is a a lot of commissary money! Over what time frame? Years I would guess. Anyone ever try to blow the whistle? Probably not, since most Hoosiers who take notice of such things realize that Hoosier whistleblowers are almost always pilloried. If someone did blow the whistle, they were likely fired. The persecution of whistleblowers is a sure sign of far too much government corruption. Details of my own personal experience at the top of Hoosier governance available upon request ... maybe a "fake news" media outlet will have the courage to tell the stories of Hoosier whistleblowers that the "real" Hoosier media (cough) will not deign to touch. (They are part of the problem.)

  3. So if I am reading it right, only if and when African American college students agree to receive checks labeling them as "Negroes" do they receive aid from the UNCF or the Quaker's Educational Fund? In other words, to borrow from the Indiana Appellate Court, "the [nonprofit] supposed to be [their] advocate, refers to [students] in a racially offensive manner. While there is no evidence that [the nonprofits] intended harm to [African American students], the harm was nonetheless inflicted. [Black students are] presented to [academia and future employers] in a racially offensive manner. For these reasons, [such] performance [is] deficient and also prejudice[ial]." Maybe even DEPLORABLE???

  4. I'm the poor soul who spent over 10 years in prison with many many other prisoners trying to kill me for being charged with a sex offense THAT I DID NOT COMMIT i was in jail for a battery charge for helping a friend leave a boyfriend who beat her I've been saying for over 28 years that i did not and would never hurt a child like that mine or anybody's child but NOBODY wants to believe that i might not be guilty of this horrible crime or think that when i say that ALL the paperwork concerning my conviction has strangely DISAPPEARED or even when the long beach judge re-sentenced me over 14 months on a already filed plea bargain out of another districts court then had it filed under a fake name so i could not find while trying to fight my conviction on appeal in a nut shell people are ALWAYS quick to believe the worst about some one well I DID NOT HURT ANY CHILD EVER IN MY LIFE AND HAVE SAID THIS FOR ALMOST 30 YEARS please if anybody can me get some kind of justice it would be greatly appreciated respectfully written wrongly accused Brian Valenti

  5. A high ranking Indiana supreme Court operative caught red handed leading a group using the uber offensive N word! She must denounce or be denounced! (Or not since she is an insider ... rules do not apply to them). Evidence here: http://m.indianacompanies.us/friends-educational-fund-for-negroes.364110.company.v2#top_info

ADVERTISEMENT