I’ve written about it before, and I’m writing about it again: data management is extremely important if you want to keep files around for the long haul. And maintaining organization for those files is key, as we only have so much time on this planet to deal with such issues. I’m writing this as my other computer is copying old CD-RW files to an external hard drive. I have stacks of media that need consolidated, and it’s a shame that the project requires so much of a time investment. That doesn’t have to be the case for data generated today.
In an earlier post (check it out here), I spoke of technology like the Drobo S, which we use at work to backup video footage that costs millions of dollars to produce. As it’s frequently said these days, “storage is cheap,” so there is very little excuse to NOT backup all your important documents, including (but not limited to) your photos and videos.
The file management system that works best for me is a combination of an external hard drive and a pair of DVDs. That is, I try to be meticulous about backing up every single important file to that external drive, and then to a primary and a backup DVD when enough data accumulates and warrants burning a disc.
Also, for my system, I try to keep the data conventions simple. I really enjoy travel and taking pictures – probably spending more time doing so than I should – so I keep a primary folder on the external drive called “Photos-MainBackup”. From there, all photos are narrowed down into more folders displaying the year (if known) and content. For example, one recently created folder is called “2012-Italy”. Nice and simple. That way, you can search for content based on year or the subject. And sometimes it helps you to figure out exactly when the heck you went somewhere.
Also, many of us have pretty sizable music collections these days, so it might not be such a bad idea to create a “Music-MainBackup” primary folder, and maybe even a “Documents-MainBackup” folder.
Of course these are merely suggestions. This is the system that works best for me, so I don’t have to spend a whole lot of time sifting through data to find what I’m looking for. Again, if “storage is cheap these days,” there is very little reason to lose data forever. It’s bound to happen, though, if you don’t plan ahead. Backing up does take a little time investment, but the time spent is very well worth it. Otherwise, it seems that the time invested in creating content that isn’t worth saving is a waste right from the start.