1. Structuring information in folders and files

1.2. Recommendations

Shared order: each and every one of us organizes things in a particular, personal way, especially in our private lives. However, if files and/or folders are to be shared with other users, we need to be more careful with the names we use and with our file classification system. We should keep things in order and use clear, meaningful names. For instance, we could use rev01, rev02… for reviews of the same documents, or to store the different document versions.

Safety: our protocol for sorting files should include a safety protocol according to the level of privacy of the information stored. General passwords may be set for accessing the device and files containing the most confidential information may also be protected.

Backups: in order to avoid losing files and information, backups should always be made. A space should be devoted to copying the information periodically (in the cloud, in an external store device, in a DVD). By doing so, we will keep our important files safe (text documents, spreadsheets, presentations, databases, pictures, video files, etc.) in the event of any potential drawbacks:

  • Loss or theft of the computer or the device where the information was stored.
  • Erasing data in the device by mistake.
  • The device is blocked or rendered useless due to a computer failure.
  • Your system is hacked and third parties get access to the data.

When creating backups, you need to make sure that:

  1. You save the updated versions of the files you want to keep and destroy any existing previous version in case you are using the same storage device (cloud storage, external device storage…) so that things do not get mixed up in the future.
  2. You know about all the backup options provided by the storage service, if necessary:
    • Incremental backup: only new files are copied.
    • Differential backup: only those files that contain content modifications are copied.

Defining when, how and where we will make backups will help us prevent losing information.

In order to choose the best place to make the backups, we need to analyze which backup storage devices are more resistant and long-lasting.