No matter how your data infrastructure is set up, the practices of your users are important in making it usable and organized. Even if you meticulously plan your cloud architecture, simply throwing files into your database will quickly add up to a disorganized, difficult-to-use, and inefficient problem for your business. Luckily, you can anticipate and avoid these problems by sticking to a few simple practices and tricks.
Develop a useful file and folder naming system, and stick to it. The first step in using any data is finding it. For that reason, you’ll want to come up with a naming system that’s both intuitive and descriptive. Following the same template with relevant information, such as the date the file was worked on and a descriptive title, will make navigating your database and finding the files you need a breeze. It will also make sorting and search functions much more powerful.
Avoid redundancies and duplicates. Part of keeping your database manageable is doing what you can to control the overall size of it. One way to cut out a lot of the fat from your data storage is managing your data and designing your storage system in such a way that you can limit unnecessary duplication of files and information. Cloud solutions are perfect for this, as they allow your whole team to access the files they need in one place, rather than everyone having their own individual store of files.
Expect the unexpected with back-ups and data recovery strategies. That said, there’s nothing that can disrupt your workflow quite like totally losing an important file. Accidents happen, both due to human error and, more rarely, due to system failures. Knowing what to do in these situations is a key preparation for a successful data management system. Consider backing up your important files in multiple storage systems, whether they’re in the cloud or in on-site hardware.
Of course, these are just a few general tips that should come in handy in almost any data management scenario. However, there are almost certainly further steps you can take to ensure the integrity and safety of your data based on the individual needs of your company. Whether you’re fully overhauling your IT or just looking to optimize what you already have, Broadline can help you reach efficient and invaluable solutions for all your data and IT needs.
