As 21st century companies, we’ve all settled into the information age quite nicely. We save all of our important company data on our file servers. We send and receive our corporate communications through email. We even source vendors and do our banking online. With all of this data going back and forth, it’s no wonder available storage space on our hard drives gets pretty tight.
Most of us would rather give up an arm, than give up our computers but we don’t really give them the TLC they need. Getting rid of outdated or useless files and programs, or just learning the best way to organize all our stuff can make a big difference to the storage space as well as the processing time of the computer. Simple things like keeping a clean desktop on your Mac, can really make a difference.
Has your file server become the digital equivalent of that drawer in your kitchen where you put all the stuff you don’t have a place for?
Even if you were forward thinking when you installed your server and you have plenty of space, don’t pat yourself on the back yet because that extra data may cost you in the long run. If you are including that data in your backup, it may end up costing you. And if you need to upgrade your server, it’s going to cost you for the additional storage space and time required migrating all that data to the new server.
So now you are wondering what to do. Just remember that data is only as good as its relevance. Information related to any of your important clients is always relevant. Let’s focus on the information for those clients that you haven’t done work with in years, or might not exist anymore. Here are some tips for getting a handle on your data:
Clean up or delete draft copies.
Clean up old, out of date information. Chances are you will Google something for the latest information anyway.
Clean up your email. Junk mail is just that, junk. Delete it.
Organize your files. By creating yearly sub-folders, you will be able to clearly see the age of some of your data.
Uninstall unused programs. When a program is installed, it creates connections between the program and the operating system. Even if you don’t use these programs, they can slow down your system.
In the case of data on your computer, more is not always better. Organize, prioritize, and then purge.