This document discusses how to effectively manage data on a personal computer. It recommends organizing data into a single root folder with nested subfolders based on file type. Specific subfolders suggested include documents, spreadsheets, presentations, photos and videos. Regularly cleaning and archiving older data is also advised. The document provides tips for naming files consistently and only archiving unneeded copies rather than deleting original files. Data backup is emphasized, such as to external disks, cloud servers or flash drives, and encryption is presented as an option to secure private information.

1. Manage Data on pcM. Imran IqbalCTO – Value First Messaging (Pvt.) Ltd.

2. Do you have Data?Do you store data on your Computer?Do you store personal and/or business data?Do you need to access data occasionally/regularly?Do you want to find your required data on the PC quickly?Do you keep on increasing the disk space but still your disk is out of space?

3. Data SourcesMobile PhoneContactsContacts are most importantHighly used data typeRequired to be managed properlyCommunicationText MessagesSometime may have very important informationRequire proper attention

4. Data SourcesCommunicationEmailsEmails with Friends, Family member and business contacts Emails communication with clients must be managed properlyEmails are reference documents

5. Data SourcesDocuments, Worksheets , Presentations etcSuch data have some valuable information Students may have their lectures, assignments and class notesPhotos and VideosDigital media might be largest data on any PC or any other device

6. Why Manage Data?Better use of available disk spaceEasy to Find data when ever requiredAvoid duplication of filesEasy to backup and restore Easy to archive historical dataEasy to move data from one place to other like, Office to home and home to office

7. How to OrganizeOne Root Folder for All DataIt will make data access efficient Root folder on non-system partitionsRecommended for System performance Avoids accidental deletion of data while restoring/ re-installing Operating system.

8. How to Organize?Nested FoldersEasy to locateEasy to rememberEasy to MangeEasy to Backup

9. How to Organize?Follow a Files Naming Convention, likeDocument.Invoice.2010Backup.Reports.Finace.2009Backup.Reports.Finace.2008Document.Proposal.ProductA.Client NameQuotation.Sheet.ClientA.ProductXManage While Creating FilesMake yourself habitual of your ruleAlways Create/ copy files according to the Rule

10. How to Organize?Use subfolders by Files Types likeDocumentsSpread SheetsPresentationsMoviesPhotos

11. How to Organize?Cleaning/ Purging of DataClean/ purge data on regular basis Purged data can be archived for occasional use on backup diskOrganize Downloaded ContentOrganize the downloaded content in hierarchical way

12. How to Organize?Don’t Delete, Archive the filesArchived files can be restored Multiple Copies of FilesDocuments / sheets have built-in version feature, use that feature rather than creating a copy of the same file with different nameAvoid creating multiple copies of same file on different location

13. How to Organize?Use Indexing feature of Operating System to quickly search required dataCreate Shortcuts to Desktop or nearest location from desktopUse Favorites to create links to foldersKeep you desktop clean or use it for temporary storage

14. How to Organize?Email Clients RulesEmail clients can sort emails on different criteria Apply Rules to Copy/Move emails by Sender Domain, Sender Name, Subject etc to different foldersWeb Emails Folders/ LabelWeb email services do provide Folder/ Label featuresUse these features to organize emails

15. Data Backup and protection

16. Data backup ?Mobile Devices might be damagedDevices might be lost/ stolenHardware failure may occurPC/ Mobile are upgraded or replaced

17. Data ProtectionPersonal Data might need protection likeID Card, Passport, Bank statement, Medical informationBusiness related data might be highly sensitiveBusiness PlansProposals InvoicesCommunication with clients/ Prospects

18. Public & PrivateData can be divided in toPublicDoesn’t need security PrivateProtection/ encryption required

19. Data EncryptionEncryption of Data might be useful Mobile Devices have Encryption FeaturesEncryption software are available to secure data/ FoldersEncryption features are now available in Operating Systems, explore them

20. How to backup?External DiskRemote location / Files ServersOffice ServersUSB Flash DisksCD/DVD

21. How to Backup?Backup / File Synchronization SoftwareUse Backup software and File Synchronization File Synchronization software always keep track of modified, added and deletedThere are free / low cost software are available Auto Backup software for BusinessBusiness Organizations can use the software tools to auto-backup of network computers Multiple backup copies is a good option

22. ThanksPlease send your feedback / suggestions onmimran.iqbal@gmail.com