Archives

June 2006

File Organization

Posted at 5:30 AM, Jun. 13, 2006

I've seen people that use various methods of filing stuff on their PC's most of which really aren't, organized that is.  I thought it might be useful to show you what I do.  Not that I have the best way, but certainly "A Way" that may get you thinking about getting your "stuff" organized.

FIRST, EVERYTHING is under "My Document"  I NEVER take the application program default.  For one thing, it make backing up everything easier.  See  http://peterscottnj.realtownblogs.com/equipment/backup-suggestions/

Here is the basic outline:

My Documents

1. Downloads (all downloaded software)
2. Real Estate
   1. eNeighborhoods
      1. Denville
      2. Rockaway
      3. etc
   2. FSBO
      1. Ultimate Challenge Stuff
      2. Prospecting
   3. Houses
      1. 2 Larch Rd (I use the address and the folder name)
         1. Documents (CMA, Brochures, etc)
         2. Orig (pictures)
         3. Slide Show (pictures)
         4. Virtual Tour (pictures)
         5. Other (pictures)
      2. 3 Amato Ct
      3. etc.
   4. Marketing
      1. Market Mailing - 2006
         1. 1 January
         2. 2 February
         3. etc
   5. Advertising
   6. Graphics
   7. Training
   8. Point2Agent
   9. ProQuest
   10. SRES

I guess my point is simple.  Create your own file structure to meet your needs.  I personally find that organizing everything about homes by their addresses works best for me.

In dealing with pictures, I download everything to "Orig".  I can then do a quick preview and whack anything that doesn't meet muster.  I then select those that will go to the virtual tour or other uses and COPY them to the folder - yes I use disk space to store all this stuff.  BUT, if you check the backup link about you find out I have external hard drives.  They can be use to archive unused home addresses and all their pictures by moving one folder.

Another reason for keeping the original pictures separate is that I may crop or resize pictures for specific needs.  When I change my mind (it does happen upon occasion) I always have the original.

Do I have the best way?  Who knows, it's a way and it's certainly better than nothing.  Hope this gives you a thought or two.

Backup Suggestions

Posted at 5:03 AM, Jun. 13, 2006

I've seen discussions on protecting data.  Some wish to only backup of Outlook or certain other files.  The point is YOU NEED TO BACK UP EVERYTHING!!!!!

I have a technically savvy friend that took pictures for a hobby, it became a part time business for him.  He had something over 200GB of just pictures when his drive crashed.  SIX YEARS of data was lost.  He simply hadn't gotten around to putting a backup system in place.

I hope after reading that, you will NOT SLEEP WELL until you get a backup system in place.  It WILL happen to you.  This is NOT and "IF" it's a "WHEN".

Now about backups:

I've used tape backup since each tape only help 20MB of data.  I now use disk.  There are a number of network hard disk options available that either hook to your USB port or network.  They are fast and convenient and with the right software will not only backup your own PC but all those on your network.  I like Retrospect backup software from Dantz.

The basics:

1. NEVER backup OVER your backup.  While the window for failure is small, it's there. 
2. Have a minimum of two (2) different hard drives.  Alternate between them.
3. I set my alternation between the drives at one month
   1. On the first - I do a Full Backup and replace what was there before
   2. On the odd days of the month, I do an incremental to that drive
4. With Retrospect, you set it and forget it - almost
   1. Check the backup logs - make sure you didn't have a problem.  When you hard drive crashes is NOT the time to find out your backup is not good.
   2. TEST the backup every now and then.  Restore something
5. You might set your alternation to weekly (requires a smaller and less expensive drive).  My personal decision was two 300GB drive so I can switch monthly
6. You can take the drive "not is use" off site to protect it from theft or fire or whatever.
7. Any backup solution you choose will have suggestions about backup schemes.  My approach is not the only one, I just hope it gets your thinking.
8. There is now also reasonable internet backup, although I don't like that solution because I'M NOT IN CONTROL OF THE DATA.

The Bottom Line:  JUST DO IT!!!

Here are a few links:

http://www.emcinsignia.com/products/homeandoffice/retroforwin/

http://www.pcmag.com/search_results/0%2C1208%2C%2C00.asp?qry=backup&section=&site=3