If you’ve never had the misfortune of losing all your files in a technology malfunction count your lucky stars. Accidents like these happen all the time, especially when it comes to technology. Say you’re out boating with the family one day when you feel something sliding from your pocket, it’s your phone. It falls into the water and you manage to fish it out pretty quickly but the damage is already done.
Or you’re editing a document you’ve spent a TON of time on only for it to crash unexpectedly, did you save periodically or where you waiting until you finished? Your phone and most devices prompt you to back up and save your files to their cloud systems pretty regularly, this keeps your data safe and accessible if your device is compromised.
External Hard Drives and Servers
Think of these as giant USB drives with a lot more room for your important files. It’s one of the easiest ways for you to back everything up because once you have it plugged into your computer all you have to do is drag the files over to the hard drive. Though because these are physical storage are still subject to the risks of different forms of damages like, fire, water, theft, and breaking.
Servers have been popular with business in the past because it gave them a place to save all of their files and maintain its security in house. They're expensive, they also take a lot of care and maintenance. Not to mention subject to the dangers of theft and damages. Now however, businesses are switching over to cloud based storage in an effort to be more secure and accessible.
A few examples of companies that provide external hard drives are: Western Digital, Lenovo, and Seagate
Another option is to back up your files to “The Cloud” which may sound fishy, but in reality is very secure. The cloud is actually a network of remote servers in various locations around the world located within secure centers to prevent damage or theft. When your file is saved to the cloud it can be accessed from anywhere you have internet access because it is not confined to a stationary hard drive or local server.
By saving files to the cloud you ensure that there is always a copy of that information saved, even if you accidentally remove it from one your devices. Because of the technology and security provided there is always a period of time in which a deleted file can be recovered from the cloud server before it disappears forever.
This can be done with iCloud, Google drive, Dropbox, and OneDrive for Business.
With an Office 365 subscription you can get all of the office products as well as OneDrive which will sync with all of your documents and keep them readily available to your use whenever you need them. The best part is their dedication to the security of your files.
Keeping your files secure is certainly your first priority, but another benefit to storing all of this data on an external hard drive or on the cloud is that it frees up valuable space on your computer. There are a lot of issues that come with computers with little to no space on their hard drive, they can get slow and overheated as they try to work. So it is important to get rid of the files that you are not using or move them onto an external storage so that your device is running properly.
This service also allows you to be more organized with all the files you need versus files that you saved three years ago and forgot existed. An important thing for business professionals who need to be able to find their crucial files quickly and efficiently.