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Data Organization Best Practices for Online Backup

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Data Organization Best Practices for Online Backup

Learning how to stay organized for online backup. Learn how to keep your files neat and clean. How to find and delete large files, select your most important files, and learn how to calculate space for the backup.

Steven Johnson
by | Posted: February 19, 2011 | Updated: April 22, 2013
Blog Post Image 734px Wide

It’s hard to know exactly which data should be backed up. If you are having a hard time keeping your files organized for backup this guide can help you.

When it comes to keeping your files safe, it’s important to know which files you are going to need most. Are you backing up a family computer, a single home computer, a business computer, or a network of computers?

Outline:

  • Backup Software
    • Automatically
    • Selectively
    • Special Backup Folder
  • How To Find Large Files
    • Delete all unnecessary files
  • Staying Organized for Online Backup
    • Best Practices

Backup Software

One of the easiest ways to ensure your data is backed up quickly and easily and thoroughly is by selecting a backup company with good software. Some have the option to automatically back up all your data, some make you select your files and folders, and some make you put your files into a specialized folder in order to backup up your data.

There is not a wrong way to go about it. It’s just a preference. Those that prefer to backup automatically will need to have a smaller storage requirement. For example, if you select a 100GB plan and have 500GB’s in music, pictures and videos, only a select few will end up being stored. Although these companies are pretty helpful, it’s better to prepare your data in advance.

How To Find Large Files

The same is true when you back up using a selective method or a special backup folder. In either situation it can be extremely helpful to figure out how much space you will need. MoleskinSoft (Windows) and Disk Inventory X (Mac) are two programs you can use to quickly find your total disk space and where the larger files are located. This a good starting point. If you are well within your desired space requirements then congratulations! If not, do not worry.

After using the software you will be able to see where you larger files are located. Use the program to find the file. Hopefully most large files will be deletable. If they are not, keep searching through your hard drive for junk. It’s amazing how cleaning can open up a lot of space. There are few who have extremely large data storage plans. Often times these are individuals who work on the computer a lot.

Staying Organized For Online Backup

After perusing your computer you have found nothing you can delete. That’s ok! There are still options for you. Now you have established in your mind how much space it takes for you to operate. Now, stay organized.

  • If you need to create a folder on the desktop called, “Backup” and store all your important files in there, do it.
  • Creating a organizational structure that works for you is key. Ideally, all unnecessary files will be deleted right after use.
  • Also a good rule of thumb is to have a limit of 20-30 files per folder. Any more than this and you should consider making sub-folders with in that folder.

There’s not one perfect way to backup data. Hopefully picking a good backup plan will help your organization based on the type of software you get.

Further Reading:

Steven Johnson

Steven is a web developer and online technology expert. He has built global networks and websites for fortune 500 companies. A graduate of Georgia Tech in Chemical Engineering, he now happily spends his time building Joomla and Wordpress websites as well as reviewing online backup services, web hosting and anything else that needs reviewing.

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