Keep it Organized, Back it Up

Note: Please make sure to watch BOTH videos and answer the questions at the end of each this week in order to earn full credit!Mannie Fresh was able to transition from a well-known musician in the ‘90’s New Orleans hip-hop scene to the successful music producer he is today by embracing and mastering digital tools. This switch from analog to digital was all-encompassing. Mannie had to change everything about the way he did business – from collaborating with artists, producers and colleagues, to accessing, editing, and distributing his tracks, to running his business.

Of course using all those new digital tools generates lots of digital assets – files, songs, spreadsheets, images, lists, promotional materials, you name it. In any business or project, all of those assets need to be managed. Whether you are Mannie Fresh, or a freshman at Strayer, part of building your digital confidence is to learn the valuable skill of digital asset management.

STORAGE OPTIONS

There are several options when it comes to saving digital assets, some of which we briefly covered in Week 1. Take a look back if you need to refresh your memory. In this section, we will focus on where data can be physically stored. For example, in organizing clothing and accessories, we would first need to know what physical structures we had available—closets, dressers, shelving units, shoe organizers, etc. Afterward, we will talk more about how to organize specific types of assets.

1. Storage DevicesFiles for personal use are usually stored on individual hardware, also known as saving “locally.”
   1. Hard-drives or Hard Disk DrivesInternal: This is the most common type of storage, and comes installed with all computers. In the Windows system, the hard drive is referred to as the C: drive. When you save files to your desktops, you are saving to your hard drives, also known as saving “locally.”External: External hard-drives are devices that attach to your computer or device, either directly or with a cable, to provide additional storage and allow you to transfer large amounts of files between two or more systems. They are also used to back up files, or to keep duplicate copies of files that are on an internal hard drive.For example, Flash Storage Drives, are a type of external that are small, portable and can be used to access and transfer files from one computer to another. To upload or download data on a flash drive, a user inserts it into a USB port or card reader slot.
   2. Optical Drives: Optical drives are less commonly used today, but can be useful for storing videos, photographs, and audio files on DVDs and CDs.
2. Shared StorageIn business environments, it is more common to store content on a network. There are a few reasons why saving on a network is better than saving locally:
   • Allows the employer’s system administrators to manage and backup the files properly (i.e. If something happens to an individual’s computer, or someone leaves the company, the files are not lost.)
   • Allows other employees with the proper permissions to access files
   • Allows file version control—meaning changes to files are managed properly
   • Allows employers to have permanent and persistent access to files
3. Cloud Storage

   You already heard about the cloud and its uses in this week’s Strayer Talk. Here’s a quick review.

   Cloud storage, or online storage, is remote storage accessed through the Internet. Some cloud storage is available through stand-alone services, such as Microsoft OneDrive, Dropbox, Google Drive, Box, and iCloud. Other storage is available as part of cloud-computing services, which allow you to use Web-based word-processing, spreadsheet, or presentation applications, as well as obtaining file storage. Some examples of cloud-computing services like this are Google Docs, Google Sheets, and Prezi.

Storing data on the cloud has advantages and disadvantages. Being able to access files from any computer or device with an Internet connection is the main advantage. You can work on a file from a laptop, mobile phone, or tablet, and your latest changes will always be up to date. Disadvantages include not being able to make and save changes to files without an Internet connection. There is also the possibility of not being able to access files if there are problems with the cloud servers. Risks of data breaches are also considerations, due to potential hacking.

4. Email

Many of today’s email accounts come with free access to cloud storage, giving you a great place to backup important files and documents. Even if your account does not come with extra storage, email can still be an extremely helpful way to backup and store smaller files and attachments like receipts, important communications, resumes, or reports. For example, keeping a copy of your updated resume on hand in a draft email will make it easier to find and send quickly if you meet a new contact or see a job opportunity. When you are working on a report for work or a school assignment, send a copy to yourself as backup, in case you lose your work or want to access it remotely.

How do we organize digital assets?

So you’ve chosen your storage option. Now what? How do you label and arrange your files so that you can find them quickly and get the right version? In this section we are going to discuss the different factors and best practices to consider when organizing and managing your files.

Files and functions

When you are deciding where to store your primary files, think about who will be using them, and how you will need to access them. Are they personal files that only you need, or files for a project that you will be working on with others? Do you want to be able to access and update files from multiple machines and devices? Are they work files that other employees need? Are they confidential files, or would it be fine for others to see them?

To organize several files, the next step is figuring out a system of folders. Just like a physical paper folder, a digital folder holds a collection of files that are related. Having a logical, well-thought out system of folders, subfolders (folders within folders), and files make it easier to find files quickly.

Be aware of your computer’s default settings when you’re saving files. Operating systems, browsers, and applications have specific locations they automatically save to unless another location is selected or created by the user. In some cases, you may want to customize these locations to better suit your needs. You can see where your computer saves by default when you use the “Save As” function while saving a file.

Each project might require a different labeling system, depending on your needs. This is called a naming convention. You want to group things together in a way that make sense for how you are going to use them. Think of your files for school. If you make one folder for STRAYER and put all your files for every class in there, it will be hard to separate your ENG 115 or BUS 100 materials from CIS 105.

You also don’t want to create so many specific sub folders that you end up with only one or two documents in each. You want to make folders that separate files by topic or need, but are not so overly specific that you have to click in multiple locations to get to your files—all that time clicking around adds up.

Sample Methods for Organizing Assets:

Naming conventions

Naming conventions are not just for your folders. When you name individual files, and subfolders, keep in mind that you want them to be easily located by you and by others working with you. You also want them to be easily searchable.

Space Considerations

Collecting and creating digital assets, in addition to the applications and other software that are already on our computers, takes up space. Understanding the amount of storage you need can help you store files in the optimal location, as well as make decisions on the storage device specifications you need. Do you need an external hard-drive when you buy a new computer, or will the internal hard-drive be enough? Before we talk about three ways to manage space in our data management plan, here’s a quick note about file size.

1. Compressing Folders and Files
   Some files are bigger than others. Word documents and simple spreadsheet tend to be smaller files, measured in KB. Full resolution video files and digital images are some of the bigger files you may encounter and need to store, they are usually measured in GB. Compressing folders, or zipping them, allows you to store files in a compact format. This can also be useful when transferring large files back and forth on a flash drive or sending them over the Internet. File compression software such as WinZip, WinRAR, or 7-zip must be installed on your computer in order to reduce file size using this method. Right-clicking on a folder and then selecting “Send To” > “Compressed (zipped) folder” will allow you to zip the folder. To access and work with the file contents, you will need to go back and select “Extract All,” and then select or create a destination folder for the file contents to be unpacked into.
2. Deleting Files
   If you have a strong file naming system, it should be easy for you to go through your files and assess which ones you no longer need. Perhaps you have folders from a job you left years ago, or files for a project that you no longer need. Deleting unnecessary files is a great way to make space. Keep in mind that when you delete files from your hard drive, the file does not get deleted right away. It first gets moved to the Trash (Mac) or Recycle Bin (Windows) and can be recovered. The Trash and Recycle Bins are emptied out periodically by your operating system, and then the files are permanently deleted. You can also choose to manually empty your Trash or Recycle Bin before it would be automatically emptied. Files deleted from a flash drive or a network are permanently deleted right away.
3. Migrating Files
   Migrating files just means moving them. If you’re running out of room on your hard drive, you may opt to migrate older files, or files that you do not need with regularity, to an external hard drive, to CDs or DVDs, or to the cloud.

Work faster and smarter

No matter what industry you’re working in, what type of computer you’re using, or whether you’re working with 100 people or on your own, awareness and understanding of these data management practices will serve you well. Creating and maintaining an organized, logical data management plan is essential in the digital work environment. Knowing the optimal systems will boost your productivity and digital confidence, allowing you to work both smarter and faster as you transition into practicing specific applications.

Coming up

This was a big week. You’ve made it through Week 4, and you already have some pretty important digital tools and best practices under your belt. For the remainder of the course we’re going to be putting those skills into practice as we dive into some of the key applications in the Microsoft Office Suite. We will learn three main types of application software – word processing, spreadsheet, and presentation software, starting with Microsoft Word next week. You’ll get to meet Naomi Bishop, a wandering writer who uses the power of her word processing tools to help her create a life of adventure and exploration that she loves.