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Start Page: 5 tips to better manage your digital data

Kim Brand
June 20, 2012
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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.
 

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  • 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.

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  1. No second amendment, pro life, pro traditional marriage, reagan or trump tshirts will be sold either. And you cannot draw Mohammed even in your own notebook. And you must wear a helmet at all times while at the fair. And no lawyer jokes can be told except in the designated protest area. And next year no crucifixes, since they are uber offensive to all but Catholics. Have a nice bland day here in the Lego movie. Remember ... Everything is awesome comrades.

  2. Thank you for this post . I just bought a LG External DVD It came with Cyber pwr 2 go . It would not play on Lenovo Idea pad w/8.1 . Your recommended free VLC worked great .

  3. All these sites putting up all the crap they do making Brent Look like A Monster like he's not a good person . First off th fight actually started not because of Brent but because of one of his friends then when the fight popped off his friend ran like a coward which left Brent to fend for himself .It IS NOT a crime to defend yourself 3 of them and 1 of him . just so happened he was a better fighter. I'm Brent s wife so I know him personally and up close . He's a very caring kind loving man . He's not abusive in any way . He is a loving father and really shouldn't be where he is not for self defense . Now because of one of his stupid friends trying to show off and turning out to be nothing but a coward and leaving Brent to be jumped by 3 men not only is Brent suffering but Me his wife , his kids abd step kidshis mom and brother his family is left to live without him abd suffering in more ways then one . that man was and still is my smile ....he's the one real thing I've ever had in my life .....f@#@ You Lafayette court system . Learn to do your jobs right he maybe should have gotten that year for misdemeanor battery but that s it . not one person can stand to me and tell me if u we're in a fight facing 3 men and u just by yourself u wouldn't fight back that you wouldn't do everything u could to walk away to ur family ur kids That's what Brent is guilty of trying to defend himself against 3 men he wanted to go home tohisfamily worse then they did he just happened to be a better fighter and he got the best of th others . what would you do ? Stand there lay there and be stomped and beaten or would u give it everything u got and fight back ? I'd of done the same only I'm so smallid of probably shot or stabbed or picked up something to use as a weapon . if it was me or them I'd do everything I could to make sure I was going to live that I would make it hone to see my kids and husband . I Love You Brent Anthony Forever & Always .....Soul 1 baby

  4. Good points, although this man did have a dog in the legal fight as that it was his mother on trial ... and he a dependent. As for parking spaces, handicap spots for pregnant women sure makes sense to me ... er, I mean pregnant men or women. (Please, I meant to include pregnant men the first time, not Room 101 again, please not Room 101 again. I love BB)

  5. I have no doubt that the ADA and related laws provide that many disabilities must be addressed. The question, however, is "by whom?" Many people get dealt bad cards by life. Some are deaf. Some are blind. Some are crippled. Why is it the business of the state to "collectivize" these problems and to force those who are NOT so afflicted to pay for those who are? The fact that this litigant was a mere spectator and not a party is chilling. What happens when somebody who speaks only East Bazurkistanish wants a translator so that he can "understand" the proceedings in a case in which he has NO interest? Do I and all other taxpayers have to cough up? It would seem so. ADA should be amended to provide a simple rule: "Your handicap, YOUR problem". This would apply particularly to handicapped parking spaces, where it seems that if the "handicap" is an ingrown toenail, the government comes rushing in to assist the poor downtrodden victim. I would grant wounded vets (IED victims come to mind in particular) a pass on this.. but others? Nope.

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