‘Beeeeeeeep’ this was one of the increasing numbers of signs my computer is giving me that it is slowly fading away into a non-working piece of hardware. Another warning sign is its refusal to start when I want it to.

In the fast-paced digital age, our lives are entwined with technology. We rely on our computers for work, personal projects, and precious memories. However, these machines are not invincible. They can crash, break, or get stolen, and when they do, we often face a daunting realisation, “my life is on this thing”! Followed by the question: "What about my data?"

The risk of not having a cloud based back up system

Where am I going with all this in relation to organising? Thirty years ago, computers were a luxury, but today, they're a necessity. When our computers stop working, it is not so much that we are incredibly attached to the actual machine as there are thousands of machines just like it that will do the same. What is different for ‘our computer; is that it has ‘our’ data on it. The heart of the attachment to our computer is not the hardware; it's the data it holds.

In the years prior to online data storage, I once heard a story of someone’s laptop being stolen from the back seat of a car -with all the baby pictures of her children on it. Losing that type of data would be devasting.

Why we need online data storage?

Fortunately, in today's world, we have the blessing of cloud technology. As my own computer began to show signs of illness, I quickly upgraded my online storage capacity and ensured that everything was backed up. When you back up data your normally pick one of these services, Microsoft, Google, or Dropbox. They all have the pros and cons, but they work and your data is stored on multiple locations across the globe with the result that it is unlikely you will ever lose it. (Unless we have an end of the world event, but we will have bigger problems than losing our data).

Dropbox

In the early days when I got a new computer I worked locally, and it would connect to Dropbox online where possible to make sure there was a copy on Dropbox. With a software like Dropbox, you hardly know your files are not saved on your local hard disk instead there are backed up in the cloud. If you set it up well syncing your files will be automatic, saving you the headache of remembering to back up manually.

Google

You won’t have the exact functionality as a Word document instead of that you get shareability of your work. With google is easy to share documents and receive comments feedback, corrections in real time online.

Microsoft / SharePoint

Many organisations work with the M365 suite this is preferred because of the full integration with all things Microsoft and their high level of security. M365 is absolutely amazing but if you are new to cloud storage do not start with this. If your organisation is working with M365 get the training, you need and have a good think about where you want your personal files.

Finding your own way in the world of cloud services

I’ll preface this that I started using Dropbox before it became seamlessly integrated with the cloud. I am both an organising and computer nerd.

In 2023 I learned the M365 suite because my organisation was using it. Learning this software was emotional but once I understood it, I was able to provide training for my organisation and now I love working with it. However, for my personal files I stick to Dropbox it is easy, my folders are set up in the way I think and the lack of functionality and integration I find an asset for the work I do personally on my computer.

Make sure you still declutter your digital files

We learned a lot about online storage solutions on this page. All examples have a reasonable capacity but rubbish in, rubbish out and I need to strongly encourage you to declutter your computer files. It's a good practice to declutter once or twice a year, especially when work isn't at its peak, and you are producing many files.

You might believe everything you create on your computer today is essential, but over time, some files lose their relevance or better documents have taken their place.

Give or take those handful of master pieces you have created for either work or study or items that the legislation requires you to keep on file e.g., tax, the sale of a home / car etc.

Your files are organised right?

You are reading this blog so clearly, your meticulously organised with your files, photos, and documents are what truly matter. If you are not please check out my book “How to organise your home and paperwork” or sign up to the online paperwork course.