Keeping Track of Files in the Era of the Cloud

Keeping Track of Files in the Era of the Cloud

One of the main challenges of living in this fast-paced, tech-infused world is keeping track of where you are storing your data. 

By data I mean the files you consciously make use of on any of your tech devices. This includes word processing documents, PDFs, pictures, music, videos, etc. 

The usual places
In the "old days" it was obvious where you stuff was stored. You would turn on your computer, look in your Documents folder or on the Desktop or on a server drive and there were the icons for the documents; pictures were stored in the Pictures folder; music in the Music folder; server files in a shared folder, etc. This type of data storage is still commonplace.

Beamed to the cloud
But increasingly people are also putting their data on mobile devices and in the cloud, using such products as iCloud, Dropbox, Google Drive, One Drive, etc. This cloud storage can be done from any device, including the slimmest of smartphones. A giant spreadsheet for instance can be stored on your phone and synced with the cloud. 

Cloud or device? 
What does that mean when a file (word processing document, photo, etc.) is in the cloud? Is it only in the cloud, or also on the device? It depends, but usually the file is both on the device and sync'ed to the cloud. The cloud just means a provider's server in some building, hopefully in the U.S.A. (I mean, if we're going to be spied on, better the NSA and our corporations than Russia or China, right?)

The power of syncing 
One benefit of storing files in the cloud is making them accessible on multiple devices. So, for example, one photo could be synce'd to your phone, your tablet, and your computer. Another bonus of the cloud comes into play if a device the file is stored on is damaged, because then you can recover the file from the cloud backup. 

Treasure hunt 
So now that you have a little background on cloud storage, play a game with yourself or a friend. Make a list of five random files. They could be music files, spreadsheets, whatever. Try find where they are located, including on which devices, and whether they are also in the cloud. To check the cloud, you can login to iCloud or Google or Dropbox or wherever you think the file is stored online. Then if you're feeling gutsy, take a file of low importance and delete it from the device. Then try to restore it from the cloud. 

Freeze frame: find that file
Businesses and professionals ideally should be able to do a freeze frame at any point in time and ask, "Where is file X stored?" And know ALL the locations of that file. 

Security and privacy
The next important questions to pose include inquiring who has access to a certain file, and if that access is limited to only those who should see it, including third parties (like cloud providers). Translation, is file X is stored securely and privately? If not, then move it somewhere safe at once. 

We have a right and responsibility to keep track of our files and decide how to control access and protection. But this is just referring to the data you are aware of - files you consciously interact with like the PDF of your tax return. 

The hidden data flow
There's a whole other world of files/data you may never see, i.e. those which flow from your computer and browser to an internet-based server whenever you are online, even when your devices seems idle. Keeping tabs on that data takes even more complex surveillance on your part, and is the subject for another article, or two or three!

Thanks for reading!
-Sam