Storing Data Properly

Data Storage: Never More Affordable

Though file sizes continue to grow, data storage has become incredibly cheap—only six years ago, cost per gigabyte of storage ran close to $150 for portable USB devices; today that cost can run under $2. Data storage is even cheaper if you buy an external hard drive, which can provide a terabyte of storage for less than $150. Mass data storage has never been more affordable, but there are still some considerations to keep in mind in regard to data security.

What is the Right Data Storage Solution for You?

It may seem like an easy decision to make, but your data storage strategy must take into account three important factors:

• Portability: How much data do I need to transfer to machines outside my own network?
• Size: How much data do I need to store, and how much will I need to store in the future?
• Accessibility: Do I need to access my data on a regular basis, or do I simply need backed-up files? Do I need to access my files remotely?

After considering these three factors, you’ll be able to make an educated decision among the many storage options available.

USB Drives: Portability and Accessibility

These drives are best for travelling professionals or students who need to bring a lot of data or programs with them, and have a computer to use at the other end of their trip. Rather than taking along a laptop, these drives hold all the data someone might need to work on the road.

Unfortunately, the maximum size of USB drives at this time is about 256GB, which is very large given the size of the device, but it’s certainly not enough for storing banks of high-definition photos or videos. What’s more, USB drives get lost—their size makes them easy to misplace, even in familiar surroundings. You can leave them plugged into borrowed machines, lose them under a stack of papers in a drawer, or simply drop them on a plane or in a taxi. For this latter reason, utilizing a USB drive as your sole data storage solution can put your files in harm’s way very easily.

Portable Hard Drives: The Ultimate Backup

Portable hard drives provide two appealing advantages: 1) a massive amount of storage, ideal for backing up every file in a system; and 2) very low price. Portability is something of an issue, as carrying around a separate hard drive isn’t very feasible, but carrying it around isn’t really the point. A dedicated backup drive creates a secure data “crate,” as you can plug it in, back up your files, and then unplug it, leaving that data safe should your main system become compromised. You can even store very sensitive information completely on this backup drive, removing any possibility that vital files (e.g., customer data, tax and financial information) spend any more time exposed than they have to.

Portability is the main drawback for external drives, but it isn’t the only one. A fire in your office or home renders all your careful data storage useless, and if you do keep some data exclusively on the removable drive, you need yet another storage device to backup that data. Another major issue is accessibility—when that drive is disconnected, you cannot access it whether you’re next door or 1,000 miles away. Not wanting to forget any important files, you could be tempted to pack more and more onto a portable USB drive, thus leading to potential data exposure.

Online Data Storage: Low Cost, High Convenience

Online data storage services provide disc space to users who wish to save their files over the Internet, allowing them access to their data anywhere. The cost is also quite low; most services provide unlimited storage for less than $10 per month—often far less. Files are secured via password protection on secure servers, and you can provide access to your files by creating additional user access accounts.

Online data storage is probably the best option for combining access, portability, and size (most services provide unlimited data storage for their flat monthly/annual fee). The time necessary to put all your data online depends on the speed of your Internet connection; a slow connection will mean a lot of time spent downloading files. However, once they are there, you can access them from anywhere, from any other computer.

If you have a little time to spare for the uploading, transferring files to an Internet-based storage service is an easy, inexpensive way to both store data and provide access to it anywhere in the world. It also makes travel easier, as packing your storage device becomes irrelevant.