Digital Organisation for Beginners

Welcome to the 13th edition of the Notes by Chris B Co newsletter. The fortnightly cadence allows for much more relaxed writing. It’s nice to wind down a bit at the end of a busy year and take the pace off things.

In the first edition of Notes, I wrote about some of my regrets from my career to date. One of those regrets was my lack of documentation from my early working years.  A lot comes back to not having an established method for storing my work and recording my thoughts.  So today’s edition was written for me in 2008 - or you, a student or graduate designer, in 2023. 
Let’s go

Here's what I've prepared for you today:

• Backup storage

• Cloud storage

• Available tools

• Your filing (folder) system

• Managing photos

Please find any of my previous editions here if you've missed them.

01 / BACKUP STORAGE
If you don’t have any, start here

I was working through my university degree, between 2003 and 2007.  I distinctly remember losing my digital work after completing my 3rd semester.  It wasn’t devastating; it wasn’t like there were priceless works of art in there - but for the completionist in me, I would have preferred to still have that work on file.  Afterwards, I started looking into backups and chose an external hard drive that I still have to this day.

My “BERKNA BOOK” is a 250GB Seagate external hard drive that has been dutifully holding onto my precious files for the last sixteen years!  For the following years of my degree, I would copy all of my digital work to this backup drive at the end of each semester.  And as you are advised, I kept this drive stored away from my PC and in a safe place.  The lesson I learned?  Backups are essential - but you won’t realise just how important they are until you don’t have one and need it.

With the cost reduction in digital storage, I have since made more copies and now have a cloud backup as well.

02 / CLOUD STORAGE
Supercharging your backup system

Cloud Storage is the natural evolution of an external backup drive. 

It is a model of computer data storage where digital data is stored on servers in off-site locations, which are maintained, managed, and owned by a hosting company. This means you don't have to store your data on your hard drive or other physical storage devices. Instead, you access it over the internet.

Think of it like this: instead of keeping your files in a drawer in your desk, you put them in a secure vault somewhere else. You can access them from any device with an internet connection, just like visiting your vault anytime you need something.

After my data loss disaster during university, I didn’t just rest on having an external hard drive.  I wanted something a little more efficient.  Working in computer labs at the RMIT campus, saving file copies to a USB, and then downloading them again at home on the PC got tiring very quickly.  I don’t remember where, but I came across Dropbox.  Nowadays, cloud storage is commonplace and cheap or free.  But in the late 2000s, 1GB of cloud storage was like gold.  I also got a couple of friends to sign up, gifting my account bonus space.

I found Dropbox super useful because I could work on files in the computer lab and save them directly to my Dropbox folders.  The files would sync online while I was working and after saving.  When I would log off and return home, assuming the PC was on, the files would already be there.  The experience from the start has been smooth, and Dropbox has continued to innovate over the years, providing more services for its users.

03 / AVAILABLE TOOLS & COSTS
Start with cloud backups here

Many cloud storage options are available, each with its strengths and weaknesses. Here's a breakdown of some popular ones, each of which I’ve used for different reasons over the past 15 years:

• Google Drive: It comes bundled with Google accounts or alone with Google One and offers 15GB of free storage. It integrates seamlessly with Google apps, has a user-friendly interface, and offers various paid plans for more space. However, there may be more affordable options, and its security features might be less robust than some competitors. Google Workspace starts at AUD 8.40 per month and offers a free trial. Google One can be upgraded to 100GB storage for AUD 2.49 per month.
  

• Dropbox: A classic, user-friendly option with a generous 2GB free plan, reliable syncing, robust security, and integrations with many apps. However, its free storage fills up quickly, and advanced features like file versioning require paid plans. Dropbox starts at AUD 185 per year.
  

• Microsoft OneDrive: Integrated with Microsoft accounts and Office suite, offers 5GB free storage and has a familiar interface for Windows users. However, its free plan is limited, and its pricing can be complex. A Microsoft 365 Personal plan costs AUD 11.00 per month.

04 / YOUR FILING (FOLDER) SYSTEM
Organising your files

No matter your place in life or work, you can always work on your filing system.  I’d recommended a system for your WORK and one for your PERSONAL files.  Both systems are so that you can FIND projects or files in the future.  Even if you work for a company, you should still have a WORK folder system to save work for your portfolio.

Organising your files can feel like an uphill battle, but a sound folder system can be your secret weapon. Here are some tips to help you conquer the chaos:

Start broad, then refine:

• Create main categories 
  Begin with broad categories like "Work," "Personal," "Finance," etc. Tailor these to your specific needs.
  

• Subdivide further
  Within each main category, create subfolders for more specific areas. For example, "Work" could have subfolders for "Projects," "Clients," "Meetings."
  

• Keep it granular
  Don't be afraid to nest subfolders within subfolders. This helps maintain order within larger categories.

Use descriptive names:

• Clarity is key
  Name your folders clearly and concisely. Avoid abbreviations or cryptic references. "2023 Taxes" is better than "Tax Stuff."
  

• Consistency matters
  Use consistent naming conventions throughout your system. This makes it easier to navigate and find things later.
  

• Dates can be helpful
  Include dates in folder names for time-sensitive files or projects.

Embrace ongoing maintenance:

• File as you go
  Don't let the filing pile up! You can just get into the habit of filing things away as soon as you're done with them.
  

• Review and refine
  Regularly revisit your folder system. Remove outdated folders, rename confusing ones, and create new ones as needed.
  

• Don't be afraid to adapt
  Your needs and workflow will change over time. Be flexible and adapt your folder system accordingly.

If you missed my previous recommendation on the PARA method, please take 11 minutes to watch the video below. It will give you a great system to start from and build your filing structure.

05 / MANAGING PHOTOS
A final tip

Over the years, I’ve paid for iCloud storage and other tools to manage my photos - or manage the space that the photos take up!  Curating your digital photo folder can be an absolute nightmare.  The system that I’ve developed and settled on is the following:

1. I’m using a paid Dropbox account (shared with my wife), but you could use any cloud storage that will sync photos automatically.

2. All photos taken on our phones are copied to the same Dropbox “camera uploads” folder.

3. All existing photos are in sub-folders named by year.

4. I will move photos from the main folder into the current year’s folder at intervals during the current year.

5. We browse through previous year’s folders and cull the duplicates and bad photos when we feel like it.

6. We each have folders for “favourites” and copy photos as needed.