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. Major social engineering imposed by judicial order well in advance of democratic change, has been the story of the whole post ww2 period. Contraception, desegregation, abortion, gay marriage: all rammed down the throats of Americans who didn't vote to change existing laws on any such thing, by the unelected lifetime tenure Supreme court heirarchs. Maybe people came to accept those things once imposed upon them, but, that's accommodation not acceptance; and surely not democracy. So let's quit lying to the kids telling them this is a democracy. Some sort of oligarchy, but no democracy that's for sure, and it never was. A bourgeois republic from day one.

  2. JD Massur, yes, brings to mind a similar stand at a Texas Mission in 1836. Or Vladivostok in 1918. As you seemingly gloat, to the victors go the spoils ... let the looting begin, right?

  3. I always wondered why high fence deer hunting was frowned upon? I guess you need to keep the population steady. If you don't, no one can enjoy hunting! Thanks for the post! Fence

  4. Whether you support "gay marriage" or not is not the issue. The issue is whether the SCOTUS can extract from an unmentionable somewhere the notion that the Constitution forbids government "interference" in the "right" to marry. Just imagine time-traveling to Philadelphia in 1787. Ask James Madison if the document he and his fellows just wrote allowed him- or forbade government to "interfere" with- his "right" to marry George Washington? He would have immediately- and justly- summoned the Sergeant-at-Arms to throw your sorry self out into the street. Far from being a day of liberation, this is a day of capitulation by the Rule of Law to the Rule of What's Happening Now.

  5. With today's ruling, AG Zoeller's arguments in the cases of Obamacare and Same-sex Marriage can be relegated to the ash heap of history. 0-fer

ADVERTISEMENT