Del DeVries : File Archiving

There is a bit of digital packrat in all of us! What is needed is a simple method for dealing with this proliferation of digital stuff as I move data to a new computer. I'm thinking in terms of organization, archiving to put it in the back of the closet, and a little clean-up at the same time.

Moving data along to new drives is the right choice for accessibility in the future. Now the question each of us has to ask is: what is the probability of actually using that Visicalc spreadsheet from 1983 or the WordStar document from 1982? Those are most likely the oldest files I should have!

Businesses must address this relative to rules on Data Archiving (see [[http://www.ddj.com/dept/architect/196800380 | New Data-Archiving Rules]] January 02, 2007 in Dr. Dobbs Journal.

New rules that compel companies to produce electronically stored information for civil litigation could boost demand for solution providers who sell systems for tracking and archiving e-mail, electronic documents, digital images and spreadsheets.

At the very least, the Federal Rules of Civil Procedure, which took effect Dec. 1, are forcing many IT managers to take a second look at their electronic record-archiving policies.

Data archiving and record retention are the result of past sins in records destrution. Remember Ollie North's deleted emails, the Clinton White House, Enron, or Arthur Anderson?

Many of the tips for organizing your directory structure and files can help with archiving old files either by date or by projects long finished. The choices for files are

deleting
moving to the same directory on the new drive
moving to a different directory on the new drive (reorganized!)
archiving ... to a different location on the drive or to an archive drive

Dates available in the Windows file structure (display in Windows Explorer by View - Choose Details - check the boxes you want to see) are

Date created
Date modified
Date accessed (last)

Program access to the file information is available:

Windows scripting, Folders and Folder Objects, Files and File Objects
Shareware program Remove Old Files - A possible solution to recurring archiving process. Haven't used it but looks relevant and maintained regularly with updates.

GtD and file/folder organization

Organisation is just a better way of being lazy. Someone once said that lazy people are the best inventors, and sometimes end up working hardest, just to avoid doing the things they don't want to do. Organising, and tricks for it, are the best way of avoiding spending days getting it together. _{Source: bonaldi}

Summarizing various thoughts on folder organization:

Use folders for everything.
simple folder structure
top level folders for your roles, i.e. home, work, music, photos
temporary folders for downloads, print later, and other files that should only exist a short time. NOT a good idea if never cleaned up!!
deep level tree structure
organization choices:
- by project
- by file type (only for pictures and music please!)

Desktop Search, Organization Tools and File Versions

Is desktop search the last resort for organization? Or is it simply good use of technology available? Traversing deep folder structures takes more time than a quick search with X1 (or Vista native). Shortcuts linking to deep in the tree structure folders are a quick way to access actively used folders.

Microsoft OneNote is a good tool for organizing information ... but that is another topic entirely! There is an inherent folders and hierarchy structure in the software.

File version tip from 43 Folders:

When I start a new version of a document, instead of adding a '2' or '3' to the most recent copy, I simply duplicate the document, then timestamp the old one WorkingFile_2007-05-10.txt. That way I always know the unversioned copy is the most recent, but I still have backups I can roll back to any time.

And the paper version of organization continues to have relevance. But I like the cost/benefit of digital much better ... store more information on digital storage which continues to get cheaper!

The Big Question

At the end of the day ALL of this organization stuff should help make your life better. Or don't spend any time worrying about it!

Are you worrying about the cup or enjoying the coffee?

Tags: Archiving - Organization

5-10-2007

Well, if I called the wrong number, why did you answer the phone?

James Thurber

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