File Structures & Backup

File Structures

&

How you organise your

stuff

What’s What

Laptop/Desktop holds all your

documents, pictures, database, etc…

External Disk used to hold old/archive, little used documents, pictures,

database, etc…

Threshold for this is about 75-80%

File Organisation

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No standard way of doing this

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Its up to the individual and everyone has a different approach (and a lot

of people thinks their way is best)

—

 

But the requirements are the same:-

—

 

You must must be comfortable with your approach

—

 

You know what’s where

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Easy access to documents, pictures, database, etc…

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Easy to backup and recover

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Shared PC/NB then use separate profiles

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Keep it Simple

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Use simple folder structures

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Use sub-folders

Organise your files

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Ideally under one folder

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My Stuff Folder Master/Root Folder

-  Documents sub-folder

-  Letters sub-folder

-  Spread sheets sub-folder

-  Software Downloads & keys sub-folder

-  Databases sub-folder -  ……. -  Pictures sub-folder -  Family sub-folder -  Pets sub-folder -  Holidays sub-folder -  Places sub-folder -  …….. -  ….

How I Do it - Desktop

How I Do it – Root Folders

Only use two ‘root’ folders

1.  Dropbox for Documents, Software Keys/Downloads & Databases (sync DT/LT)

How I Do it – Pictures Folder

How I Do it – Places Youghal Strand Folder

Year Stamp Sub-Folder •  Ease of use

How I Really Do it – Via ViewNX 2

Wrap Up – File/Folder Structures

—  No standard way of doing this

—  Its up to the individual and everyone has a different approach (and everyone thinks their way is best)

—  But the requirements are the same:-

—  You must must be comfortable with your approach

—  You know what’s where

—  Easy access to documents, pictures, database, etc…

—  Easy to backup and recover

—  Shared PC/NB then use separate profiles

—  Keep it Simple

—  Use simple folder structures

—  Use sub-folders

—  Use date/year stamps on folders with similar content

—  Use ‘free’ software provided with your camera (Nikon View NX)

Plan for Failure

&

Hope it never occurs

Backup

Why Backup

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Look at backup as insurance for your:-

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Pictures

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Documents

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Databases

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Memories

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It will allow you to restore your documents/pictures/

databases if:-

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PC/Laptop dies

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Corrupt a document/picture

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Moving to a new PC/Laptop

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Your PC/Laptop gets stolen

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Restore a original document/picture

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Fire

Scope of Backup

— 

Backup

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Documents

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Database

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Pictures

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Software downloads

—

 

Software keys

Any thing you add

to or save onto the

PC/Notebook

Folders to be Backed Up

— 

Ideally under one folder

—

 

My Stuff Folder Master/Root Folder

-  Documents sub-folder

-  Letters sub-folder

-  Spread sheets sub-folder

-  Software Downloads & keys sub-folder

-  Databases sub-folder -  ……. -  Pictures sub-folder -  Family sub-folder -  Pets sub-folder -  Holidays sub-folder -  Places sub-folder -  …….. -  ….

Types of backup

M y St uf f M y St uf f M y St uf f M y St uf f M y St uf f M y St uf f M y St uf f

1: Full Backup of all files each time

1 2 3 4 5 6 7 My St uf f St My uf f My St uf f My St uf f My St uf f My St uf f My St uf f

2: Incremental Backup, backs up what is changed/added since last backup

1 2 3 4 5 6 7 My St uf f St My uf f My St uf f My St uf f 8 9 10 11

3: Real Time Backup

My St uf f My St uf f

Backs up or mirrors each document/picture as its saved/added on the PC/Notebook

Backup Frequency

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At least once a week

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Daily or as required, when you update/add stuff

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Internet only activity, does not require a backup

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You need to establish the right backup frequency

and base it on how much stuff you can afford to

loose

Basic Backup – Manual Copy and Paste

My Stuff 140101 My Stuff 140102 My Stuff 140103 My Stuff 140104 - Documents - Letters - Spread sheets - Software Downloads - Software keys - Databases - ……. - Pictures - Family - Pets - Holidays - Places - …….. - ….

Simple work flow

•  Copy/Paste/Drag folder(s) to backup disk •  Rename backup top folder(s) with date stamp

It requires human intervention & discipline

Can be time consuming

Basic Backup – Automate Backup

Use a software backup program/app •  Runs in the background

•  Set frequency or set day/time •  Needs no manual intervention

•  Software smart enough only back up your profile(s) •  Software comes with some of the hard disks

•  Time Machine (Mac, software only) •  Seagate Backup Plus

•  Western Digital My Book

My Stuff 140101 My Stuff 140102 My Stuff 140103 My Stuff 140104 - Documents - Letters - Spread sheets - Software Downloads - Software keys - Databases - ……. - Pictures - Family - Pets - Holidays - Places - …….. - ….

More effective way of doing things Takes the pain out of it

Apples IOS Time Machine backup Log

Automated hourly backup

Wireless Backup – Multiple Devices

Products

•  Time Machine (Mac, software only) •  Seagate Backup Plus

Wireless Backup – Multiple Devices

Products

•  Time Machine (Mac, software) •  Seagate Backup Plus

•  Western Digital My Book

Watch Out For:-

•  Broadband upload/download speed

2014 ‘best’ backup packages

http://data-backup-software-review.toptenreviews.com

Gives a more detailed

breakdown of each product features & review ratings

Move onto these only when you need to & have the PC skills !!!

Backup Applcation Purchase

Price

Novabackup €33 DT Utilities PC Backup €37 Acronis True Image €22 Genie Backup Manager €37 Macrium Reflect €30 Arconis Backup & Recovery €46 Easeus TODO Backup €30 NTI Backup €37

Power Backup €30 Start slowly with the software supplied with the disks or your PC/Laptop

Web/Cloud backup– Multiple Devices

Paid for Service

•  Google Drive/Dropbox/Flickr/…. •  Monthly volume based charge

•  Software App provided for backup •  ‘Real Time’ Backup

•  Replication across PCs/Tablets/Phone

Watch Out For:-

•  Monthly Service Charges

•  Broadband upload/download speed

2014 ‘best’ Best Backup Service Providers

Company Monthly Cost Storage (GB) Rating Score

myPCBACKup.com Free (Limited Time) Unlimited 98%

Justcloud.com €2.20 Unlimited 97%

BackupGenie €3.65 250 95%

SOS online Backup €4.90 50 93%

SugarSync €7.36 60 92% ZipCloud €3.65 25 92% Mozy €5.99 125 91% Livedrive €5.99 Unlimited 91% BOX €7.36 25 90% Cabonite €3.61 Unlimited 90% Dropbox €7.36 50 89% Google Drive €14.75 200 86% iCloud €6.14 50 84% http://www.thetop10bestonlinebackup.com

Gives a more detailed breakdown of each services features & review ratings

Backup Archive Storage

External Disk used to hold old/archive, little used documents, pictures,

database, etc…

This needs to be backed up each time documents, pictures, database, etc… are archived

Copy additions or all from A to B (2nd

Disk unit) and store B off side Archive A

In Summary

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Any Backup is better than none !!!

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Start Simple

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Test Your Backup Regime

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After You Have Set it up

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Daily to make sure its still running

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On a regular basis recover a file/document/picture

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Think about rotating two backup disks

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One ‘off site’