File management

(a) Word-processed document (Word).

(b) Spreadsheet (Excel).

(c) Image (compressed photo).

(d) Comma-separated data (universal data exchange).

(e) Audio (compressed).

(f) Web page (HTML).

(a) byte → KB → MB → GB → TB.

(b) 8 bits = 1 byte.

(c) 1 KB ≈ 1,024 bytes; 1 MB ≈ 1,024 KB; 1 GB ≈ 1,024 MB (each step ×1,024).

(a) Backup.

(b) Version control / versioning.

(c) Compression (zipping).

(d) Folder organisation / file structure.

(e) Cloud storage.

(a) 16 × 1,024 = 16,384 MB.

(b) 16,384 ÷ 4 = 4,096 photos.

(c) 3,000 × 4 = 12,000 MB used; 16,384 − 12,000 = 4,384 MB left (≈ 4.28 GB).

Knowing capacity vs file size helps plan storage and backups.

(a) 20 GB = 20 × 1,024 = 20,480 MB; in megabits = 20,480 × 8 = 163,840 megabits.

(b) Time = 163,840 ÷ 50 = 3,276.8 seconds.

(c) 3,276.8 ÷ 60 = 54.6 minutes (1 d.p.).

Large backups over slower links take time — a reason to back up incrementally or overnight.

(a) Saved = 850 − 340 = 510 MB.

(b) % reduction = 510 ÷ 850 × 100 = 60%.

(c) Ratio = 850 : 340 = 2.5 : 1 → 2.5:1.

Compression saves storage and speeds transfer/email — useful for archiving and sending multiple files.

1. A logical folder hierarchy (general → specific):

Weddings/
  2026/
    2026-06-12_Smith-Jones/
      RAW/
      Edited/
      Delivered/
      Contracts/

• Top level by category (Weddings), then YEAR, then each EVENT.
• Sub-folders separate stages (RAW, Edited, Delivered) and admin (Contracts).

2. A consistent file-naming convention:

• Use meaningful, structured names: 2026-06-12_Smith-Jones_001.jpg.
• Date first in YYYY-MM-DD format so files SORT chronologically.
• Include client/event and a sequence number.
• No spaces (use - or _); avoid special characters.
• Pad numbers (001, 002) so they sort correctly.

3. Versioning for edits:

• ..._edit_v1, ..._edit_v2, or a final tag ..._FINAL.

4. Benefits:

• Files are easy to FIND and SORT.
• Consistent names prevent confusion and duplicates.
• Stages are clearly separated.
• Scales as more clients are added.

5. Backups.

• Mirror the structure to an external drive and the cloud (3-2-1 rule).

Why it works: a clear hierarchy + consistent naming = fast retrieval, fewer mistakes, and a system that scales.

1. The 3-2-1 rule.

• 3 copies of the data, on 2 different media, with 1 copy off-site (e.g., cloud).
• Protects against drive failure, theft, fire and ransomware.

2. What to back up.

• Critical customer data, accounts, and documents (not easily re-created files).

3. How often.

• Frequency matches how often data changes — e.g., daily for live customer/accounts data.
• Use incremental backups (only changes since the last backup) to save time/space, with periodic FULL backups.

4. Where.

• Local external drive/NAS for fast restore.
• Cloud/off-site for disaster recovery.

5. Automation & testing.

• Schedule backups automatically (don't rely on memory).
• Test restores regularly — an untested backup may not work.
• Keep older versions (versioning) to recover from corruption or mistakes discovered later.

6. Security.

• Encrypt backups (they contain personal data — GDPR).
• Control access.

Why this strategy? It minimises the risk and impact of data loss: redundancy (3-2-1), suitable frequency, off-site protection, and tested, secure recovery.

Local server storage:

• Pros: fast local access; full control; no ongoing subscription; works without internet on-site.
• Cons: hard to access remotely; you maintain hardware/backups; vulnerable to local disaster (fire/theft); harder to scale.

Cloud storage:

• Pros: access from ANY location/device; automatic backups and versioning; easy sharing and collaboration; scalable; off-site (disaster-resilient).
• Cons: needs internet; ongoing subscription cost; data held by a third party (security/privacy/GDPR considerations); dependent on the provider's uptime.

Evaluation for THIS team (multiple locations):

• The team works from several places → REMOTE access and collaboration are essential.
• Cloud directly meets this need with sync, sharing and built-in backup.

Recommendation: a cloud (or hybrid) approach:

• Use cloud storage for shared, remotely-accessed files and collaboration.
• Optionally keep a local copy/cache for speed and offline work (hybrid) and ensure off-site backup.
• Apply access control and encryption for GDPR compliance.

Conclusion: for a multi-location team, cloud (or hybrid) is more fit for purpose because it provides remote access, collaboration and resilience that a local-only server cannot.