Today we talked about archiving our data and some strategies for doing it successfully. The key to a sensible archive strategy is to realize that you must organize and name your files so that they’re recognizable, even memorable, long past the time you used them. The same principles apply to archiving that you used when you organized your data (see the January 9th webinar posting). Look at the way your business operates and organize your files accordingly.
 
Here are some examples:

• If you’re a consultant, file first by client then by project. Create a Client code or short name (8-12 characters) and use in the folder names. Create Project folders by completion date or date range (YYYY-MM[-DD]) OR by using a project name (8-12 characters).  Each Project File should include the project name then a good, descriptive filename
• If you create products, file by product name. Create folders by version or release date. Keep source files and a copy of the final output file (Word documents, page layout files). Put supporting graphics files into their own (\images) folder. If you quote other sources, include a list and confirmation of permission records. Keep the Final PDF/Audio/Video output (actual file distributed). Bonus: create a Text file listing the filenames required to reproduce the distribution file again (especially software or multi-source files like screen-capture video)

You probably also need to keep folders with corporate records, state & federal tax records, bookkeeping, etc. Name the folders with obvious names so you can find them again.

We also talked about the kinds of media you can use: CDs, DVDs, hard drives, and even magnetic tape. CDs and DVDs are commonly used, but their shelf life isn’t as long as hard drives or magnetic tape storage. External hard drives that are plugged in for the purpose of locating archived files will last you several years, provided they’re protected from dust and heat exposure. Hard drives that run continuously last only about 3 years, so if you’re going to archive to hard drive, disconnect the drives when you’re not using them.

Finally, I encourage you to purchase an external hard drive. Start the archive process by moving the files from your primary machine to your external drive (copy over then delete originals on the primary drive). It’s important that you commit to actually archiving the files rather than creating more duplicates. Use that external hard drive to organize and name everything, then unplug and store the drive carefully. It doesn’t have to be sophisticated: I use gallon-size Ziploc freezer bags because they’re a little studier and because they keep everything dust-free. I also invested in fireproof storage so that the really important data could survive even that challenge.

Webinar Date: January 23, 2008

Networking with colleagues and clients is a tricky process! I have stacks of business cards from people I have met through the National Speakers Association, from current and potential future clients, and colleagues. I bet you do too! All too often those business cards end up in a drawer, and we never follow up. Here is where our print and electronic worlds clash: if only we could get those printed cards into some kind of electronic format!

Well, if there’s a “portal” between printed information and electronic communication, it’s Cardscan. I have a Cardscan scanner and the accompanying software, and it’s terrific. It’s not just that you can get the card into an electronic format, it’s that the scanner also captures and populates the information in the card into a database that you can synchronize with Outlook. In fact the scanner is jaw-droppingly accurate at getting the Name in to the Name field, the Zip code into the Zip code field, and so on. It doesn’t seem to matter where the information has been positioned on the card itself; Cardscan finds it, snatches it, and puts it where it belongs.

By the way, the most current scanner is a COLOR scanner, so what you see on the original card comes through online. I don’t know about you, but there’s something about being able to see that card again to help jog my memory. In the speaking profession, many people have their photos on their cards, so it’s even more important to keep an image of the card even if I don’t retain the card itself. That’s where Cardscan excels.

I’ve been using Cardscan for several years. I’m now on my second card scanner from CardScan and the 3rd version of the software. This lastest release of the software is truly impressive in its ability to capture the information accurately. The scanner itself is very light and small enough to toss in your laptop bag or suitcase, so there’s no excuse not to scan those cards as soon as you get them, even if you’re traveling. I think that’s the key to really getting value from business cards: scan them, make notes, add your Outlook categories, and network with your new contact right away.

Cardscan also comes with an online contact management system called AtYourService. You can synchronize your Cardscan contacts with AtYourService so that your information is always available online, even if you leave your laptop at the hotel or in your office. You can look up the information on any computer or PDA with an Internet connection, and you’ll appreciate the encryted, secure access to your valuable contacts.

So open the drawer, pull out those business cards and start scanning! Turn those brief conversations with others into truly valuable networking colleagues by getting organized and getting connected.

Having gotten our files organized last week, we are ready to start regular backups this week. We covered the overall strategy and philosophy of backups: what to back up, where to send the files, and which methods to choose.

• Windows Backup works just fine and it’s simple to use and set up. I recommend not using the Wizard approach; using the “classic” view presents you with a Windows Explorer-like folder hierarchy. You simply click the checkbox next the files and folders you want to back up, then save your selections. After identifying the destination for your backup file, you set a schedule and let the backup run (preferably nightly).
• We talked about types of backups, including normal, differential, and incremental. Most people will use normal backups every night, but I pointed out the need to keep 2 or 3 backups in reserve, in case any one of them didn’t back up correctly.
• We also talked about equipment for backing up your files, including external hard drives and online backup services. If you decide to keep a backup drive on-site, you need to be sure that it is at least twice the size of the total number of files to be backed up. That way you have room for growth AND you can keep more than one copy of the backup.
• Online backup services use a slightly different method for backing up your files, and each service is different so be sure to read the description of the service.

Having a good backup strategy may mean combining methods so that your precious work is protected. Don’t wait to get started on your backups; the files you save WILL be your own!

Webinar Date: January 16, 2008

January is “Organize Your Technology” Month during my free webinars. In our January 9th webinar we talked about the 4 steps we need to take to start this process

1. Getting output files stored in a central location (My Documents)
   • By default most Windows programs store your output files (.DOC, .XLS, .PPT, etc) in the My Documents folder. Not all programs do, however, so you need to check the Options or Preferences section of your programs to ensure that the documents you create get stored somewhere in the My Documents hierarchy.
2. Removing Duplicates
   • When we’e in a rush it’s easy to temporarily save documents in random locations, but we end up with duplicates as a result. You can do a manual search for duplicate files, but there’s an easier way. I found a wonderful program called Beyond Compare that lets you compare files not just by filename, but “bit-by-bit”, at the most technical level. This program lets you set up files or folders side by side, and color-codes the differences so you can easily delete the duplicates. Visit http://www.scootersoftware.com/ for more information, and to download the software. It costs a mere $30 for personal license, but the software far more valuable in terms of your time saved!
3. Organizing the Remaining Files By Business, by Client, by Project, by Internal Function, etc.
   • Once you’ve removed the duplicate files, it’s time to organize what you have left into a consistent filing scheme. If you have more than one business or business emphasis, you can use that as a top-level folder idea. Perhaps you have multiple clients or multiple projects. If you store all the documents related to that project in one hierarchy, then it’s easy to archive documents later on. I also use a folder hierarchy for my internal documents: items related to my corporation, state and federal requirements, operations, marketing, etc. Your overall filing scheme will probably be a combination of all of the above.
4. Maintaining files using antivirus, Windows update, disk defragmenter, error check, and other maintenance tools
   • You may not think of antivirus software as a file maintenance tool, but it really is! You’re using antivirus software to protect the integrity of your documents; the same is true of disk defragmentation software. Keeping the operating system good condition by using Windows update means your OS is better equipped to store and protect your files properly. You get the idea.
   • 
   • UPDATE: I have been using the Diskeeper software that I demonstrated in the January 9th webinar for a week now, and I’m glad to report that I am very pleased with the results. My hard drive is persistently full, which makes defragmenting it using the built-in Windows disk defragmenter impossible because the Windows version requires 15% free space. Diskeeper can defragment with as little as 5% free. I can say that my hard drive is running faster, so I’m very pleased with the software.

Getting your files organized is the first step in preparing for backups. By removing duplicates and corrupted files, and defragmenting the remaining files regularly, backups will be smaller and take less time.

Webinar Date: January 9, 2008

I’ve been working at my Internet marketing and publishing business now for over 4 years, and I’ve been observing a lot of very successful speakers and Internet Marketers during that time. I’ve decided to add a Books category to this blog because from time to time I come across books that truly shift my thinking, and I want to share them with you.

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Seldom does a book come along that so captures my attention that I turn around and give away copies en masse, but that was the case with Timothy Ferriss’ book “The 4-Hour Work Week.” Yes, you read that correctly, 4 Hours not 4 Days. You see why it got my attention initially.

When I designed my business, I had in mind a truly mobile lifestyle where I would operate off my laptop from exotic locations. I did that for the first 2 years, but I got sidetracked along the way. In May 2007, I picked up the audio book version of 4-Hour Work Week, and while listening to Tim’s words, that wonderful spark of wanderlust was rekindled. When I had the opportunity, I gave away a total of 10 copies of the book to fellow entrepreneurs, and challenged them to read and consider Tim’s example.

At first glance, his ideas may seem a bit extreme, but with the worldwide access and automated delivery that Internet-based businesses provide, it’s an entirely feasible lifestyle. I have different priorities than Tim does, but I do like the idea of concentrated periods of work (4-6 months) followed by shorter periods of rest/rejeuvenation (4-6 weeks). Personally, I think I could continue working and traveling happily into my 80s with a lifestyle balanced in this way.

Even if you don’t agree with the final premise of the book, I encourage you to read it to get the gist of it. The book provides the details of Tim’s businesses, providing one of the best case studies I have found of the freedom that Internet-based businesses can provide.

Happy New Year everyone! Welcome back to life in the fast lane! I hope you had a restful holiday period.

Those of you on my webinar announcement list received an email from me with registration links for this Wednesday’s webinar with this information. Those of you not on my list, please note that the evening webinar’s start time is now ONE HOUR EARLIER, starting at 5 pm Pacific/8 pm Eastern time.  The first webinar of the day will start as before at Noon Pacific/3 pm Eastern.

This week we’re going to talk about how to organize our computer files to position ourselves well for smart backups, archiving, and documenting the software we own. This is a pivotal webinar — don’t miss it!

See you on Wednesday!

Toolie