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

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