It’s just a copy… a good one, but still just a copy…

Posted by on Jan 15, 2014 in IT Top Tips

It’s just a copy… a good one, but still just a copy…

How to back Drop Box. I recently sent out an e-mail about how great Drop Box is for sharing files with others, off the back of that I’ve had a few people ask how you backup your files that are stored in Drop Box? (If you Missed it, Read a copy here)  Which on the one hand is a great question, cause it shows they are conscious of the need to backup their data (Something so many people overlook till it’s too late), but on the other hand they are missing the point of drop box a little bit… I’m also aware there are some people out there that think that Drop Box IS a backup solution. It’s Not. Anything that lets you edit or change it’s content when it’s in it’s supposed ‘backed up’ state, is not a proper backup solution. A proper backup solution takes a copy of your data at a moment in time, and doesn’t allow that to be changed, the only thing you should be able to do with that backup is restore it to either it’s original location or an alternative one. This is to be able to preserve the integrity of the data, to be able to prove at a specific moment in time this is what my data looked like (there are many reasons why that’s important, but I’d probably put myself to sleep, let alone you if I discussed them right now!) So in answer to the original question, how do you backup your files in drop box? Well, how do you backup the rest of your files? Drop Box should be a COPY of your files, not the only or original version, if a file is important enough to be backed up, then put it in your normal file structure and make it part of your normal backup procedures… You do have a ‘normal’ backup procedure don’t you?? Top Tip Drop box is a great way of Sharing files amongst your colleagues and associates when you’re not all under one roof. But it’s not a Backup Solution. Put a ‘Copy’ of the files you want to share in Drop box, not the original, make sure that’s in your usual file management system and backed up in the normal way. (Bonus Top Tip – If you’ve not got a decent backup system right now, make it top priority for today!) If you need any help please don’t hesitate to call – 01543 241 234 If there’s a topic you would like me to cover drop me an email or post it on the brokenStones Facebook...

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The worst way to share files…

Posted by on Jan 15, 2014 in IT Top Tips

The worst way to share files…

How many times have you sent or received an email that says “Please see the attached file for details…” And there is no file attached?? I do it at least 2-3 times per month… (And that’s even now that Outlook points out half the time there is no attachment… click happy!) Using e-mail to send file attachments is great in some circumstances, but more often than not it can be a very BAD way to send files… Why? I’ll give you 3 reasons why… 1 E-mail is one of thee most inefficient ways to transmit files you see e-mail sends everything in plain text… and I mean everything.. even that nicely compressed zip file that your computer has spent ages squeezing every last bit of space out of, e-mail takes it and bloats it up again… I’m not going to go in to the techno-babble of why this is the case, just take it from me it is. 2 Imagine you are collaborating on a file with someone you send them what you’ve done, they send you back some amendments, you tweak it and send it back again… That’s just one file right? Wrong it’s at least 8 (Assuming you both only save it once to your computer)… it’s sat in your sent items twice, your inbox Once, your collaborators inbox twice, their sent items once and in both of your my documents… 3 If the file you send is more than just a few megabytes it may well be dropped by the recipients mail server without either of you ever knowing. Some mail servers are set-up to not pass files of more than 10meg (or less!), and with Reason 1 above your file may only show 5mb, but once it’s been ‘bloated’ it can easily double in size… Arrgg! So how am I going to send these really important files? There are loads of great ways to share files, it really depends on your circumstances and security requirements, but a great start is the free tool called ‘DropBox‘ If you’ve not already heard of it, Drop Box creates a folder on your computer that you can save files in to… you can then choose to share that folder with selected people… you can then copy your file in to that folder and whenever you edit it, the other person gets notified and can see those changes straight away… I use drop box for sharing files with my designer, with my mastermind group, with my VA and with my family (it’s a great way to share our family photos too). If you’ve not already tried Drop Box, Give it a go now and sign up here it’s Free! Top Tip Save you’re email for sending messages, not sharing files. If you’ve got a large file to share with someone, try DropBox or a similar file sharing tool. It’s dead easy to send them a link to a...

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