Organized Backup Files
Whoops! You’ve just accidentally pressed a button and deleted all of the important data from your computer. Luckily, you have an organized and efficient method of backup, right? Well, if you don’t, you absolutely need to get on that! Next time your computer is on the fritz or you incorrectly press a button, you won’t have to be in a panic.
Person in Charge
As supported by Change a Childs Forever’s article “Categorizing and Organizing Electronic Data for Maximum Backup Efficiency,” there should be a central person in charge of this mission. This statement is particularly true if you’re talking about a business. Having one person in charge allows for much stronger consistency and organization. There won’t be dozens of different people creating categories and putting items into files that could be confusing for others to find.
Furthermore, “Categorizing and Organizing…” also states that “Categorizing your files into different groups with various backup agendas might help lower your costs substantially.” Clearly, lowering costs is helpful for any individual or business. For example, if you have a particular folder that is constantly backing up its information, that is less time and cost effective than having it back up data at intervals. Important files with business budgets and other crucial documents should be backed up regularly; however, casual information or songs that you like to listen to at work do not need to be supported as regularly. Put these in a different file, and then you can back it up or set it to be backed up as needed.
A Clear System of Labeling
Chances are, even if you are the person in charge of creating all of the files and folders, you are not going to be the only one who has to access them. Therefore, you need to make it clear what is in which folder, so employees don’t have to spend valuable company time looking for a specific bit of data. For example, at home, you might just randomly label documents “File 1,” “File A” or “School File.” However, be specific at work. You might label them “Projected Budget 2012-2013” or “Invoices from May and June, 2012.” People should easily be able to find them on a shared computer.
“Categorizing and Organizing” says that another important part of this process is having a way for people in the company to contribute. Of course, there still needs to be that central figure; however, there are going to be plenty of times where other employees upload data to files. To keep the information clear, consistent and organized, assign specific folders to specific employees, so that they know where they can put their materials.
Creating a system of backing up files, while also keeping them organized, can seem like an overwhelming process. There are multiple components to the process, and there are probably quite a vast number of files to organize. However, just imagine how less overwhelming it is than losing all of your company’s important data with the simple touch of a button.
Rhonda Filmore writes about finance, business & homeowners insurance quotes.