Catalyst

Technology is a great tool for losing things!

You keep everything on your flash drive–but which one? (I have four of them.)

You want to work on a presentation for an important meeting. Which computer is it on? Which flash drive?

You arrive at a place you are to speak. You have a powerpoint presentation, but the flash drive you brought is the wrong one? What now?

These scenarios are both realistic and scary. We multiply data and files and just hope we can find it. Over the years, I have learned (the hard way) that you need to have everything at your fingertips. To do that you need tools for fingertip access.

Notes

Everyone keeps up with the bits and pieces of life. It may be a grocery list, websites you want to visit, or some notes on a phone call. The problem with notes is they are easy to make and even easier to lose. As I have said many times, “I wrote it down but forgot.

I manage several wireless networks in my church. Each one has a name and some kind of encryption password. I also have a few websites I manage, each with its own log-in credentials.

I’ve used stand-alone programs but the limitation of computer-dependent is the brick wall. I discovered a website called evernote.com. Evernote lets you clip information from the web or enter data from a keyboard. I have computer shortcuts, essential information, logins, passwords, etc. I can access it from any computer with an internet connection as well as my smartphone. (I use an Apple IPhone and, yes, there’s an app for that!) I always have access to important pieces of information.

Evernote is free at evernote.com

Files

Back in the old days of Windows, something called the “briefcase” existed in which files could be synced to a floppy disk. Unfortunately, you always had to have that disk.

When I’m sitting at a coffee shop with a wireless connection and want to work on a file, what do I do? How do I know that file is the same version in my office as well as my home.

Recently, I discovered Dropbox.com. Once you have set up a free online account, you download Dropbox. Dropbox installs a folder called My Dropbox in your My Documents. When a filed is saved to that folder, it is synced online, and to other computers you have setup with Dropbox. (Currently, I have Dropbox on my work computer, my laptop, and my home computer. You must download and install on each computer.)

With Dropbox, you can work on a file wherever you are it stays up-to-date. (I am writing this post on my office computer, will edit it on my laptop, and post from my home.) Even if you are working at a hotel’s business center, your Dropbox content can be used via the Dropbox website.

Dropbox is free and is platform agnostic (available for PC, Mac, and Linux).

Online Storage

It’s always a good idea to have some form of backup storage off-site. Two that work well are Box.net and Mozy. Both have both space for free or for a monthly fee you can get more storage.

I use Box.net to backup files I might need or that I don’t want to lose to a hard drive crash, or even a fire. I have used it to backup files from my wife’s office computer. (Tech support has told her it is a matter of time before her hard drive bites the dust.)

One other thing…

All systems need two key elements–redundancy and simplicity. For instance, I may have a presentation on a flash drive, but before I leave for a trip, I email it to myself as an attachment. That way I can always get it back. Simplicity is settling on a system. Too many (which means more than one) jumps the odds of data loss.

When you need something, don’t wonder where it is. Make sure it is at your fingertips.

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