Five easy steps to organising your family’s data

According to the Office of National Statistics, the proportion of UK households owning a home computer rose to 75 per cent between 2008 and 2009. And if you’re one of the many homes with multiple computers, you’re probably aware that your family’s files and photos are spread across – or lost – between several different PCs, netbooks and other devices.

Lack of organisation is one of the first things to go out of the window when you have more than one computer at home – let’s face it, it’s not the most glamorous thing in the world – but with five simple steps you can make sure all your family’s digital files are safe and easy to find, and in one place.

You probably have loads of random files on different desktops, versions of the same file saved in lots of different places under different names, and many digital photos and files on flash drives in a desk drawer or elsewhere. If every member of your family has their own digital cameras – either an actual camera or a mobile phone – how do you quickly find all the family photos from your trip to Bognor Regis (or possibly somewhere more glamorous) when they’re scattered around on every PC and phone in the house?

Get organised

There’s no one way to organize your data – it’s what’s easiest for you. For example, you can organise your photos by date or event, but if you establish a system now, it will make it much easier to follow going forward.

Here’s how to get started:

1. Organise your files into different folders by file type
   Create one folder each for photos, videos, music, documents and miscellaneous files on the main computer in your home
2. Copy your shared or ‘family’ files
   Copy files from your other computers on to the central PC. If you have a Windows 7 or another type of network running at home, this is easy to do. Alternatively, you can move files to one place using a USB zip drive quickly and easily
3. Get your family to follow suit
   Get your family in the habit of always copying photos from their cameras and phones into your new system – along with homework and other files – so they’ll always have a back up to hand. They can then keep their own ‘local’ copy on their own PC
4. Stick to it
   Don’t let your My Documents folder or desktop become a dumping ground again – and don’t be afraid to give your folder system a spring clean every now and again
5. Back up regularly
   Make sure you regularly back up all your files, photos and more. This is much easier to do once you have all your most important documents in one place on a central PC. You can use a DVD, zip drive or USB stick to do this quickly and easily

What are your tips for keeping on top of your family’s computer files and digital photos? Let us know below.

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