Chuck The Geek.com

My data access strategy

July 15th, 2008 by Chuck Sharp

Data access, for me, is all about getting access to the data I need, when I need it, wherever I need it, in a usable form. The major pieces of my strategy include universal email, PC, and file access, with data protection in place. I’ll explain each piece of the puzzle below.

Email access

I’ve decided to let other people handle my email. In particular, Google handles all of my email. I have all of my email accounts, except my work email, forwarded right to Gmail. I leave all email on Gmail’s system, so I can access it wherever I am. Because of Gmail’s larger file attachment size, I can even store file backups there, to a point. The fact is, Google can provide storage, security, spam filtering, and backups (data protection) to a degree that I could never approach. So, I let them. Because all emails are forwarded, I just need to check one email address for all non-work stuff. Very simple and accessible.

I also use Thunderbird to download copies of all of my Gmails to a local PC mailbox. These copies are my insurance in case of something happening to my online account. I never plan on using these local copies.

PC access

I use two tools to access my various PCs. I use Logmein to access my computers from “stranger” PCs - other family member’s or public PCs. Through a web page, I can get to my computer desktop, run apps, check email, etc. I can do work from home too.

However, if I want to connect from one of my PCs to another one, I use Hamachi to connect them all together. It creates a VPN (Virtual Private Network). Each PC runs the Hamachi client software and connects a network that I name. Every computer connected to my private virtual Hamachi network can see each other and I can then remote desktop to each from each other. Of course, this requires Windows XP or Vista Business, with Remote Desktop turned on. If you don’t meet that requirement, then Logmein is not a bad solution. However, hamachi is still nice because I can connect via SSH to my work Linux box, and I can also connect all my PCs together via shared network Windows folders (network shares).

Both Hamachi and Logmein are offered by the same company, and both have entirely usable free versions, which is what I use.

File replication

I’m currently using Foldershare to replicate files across multiple PCs. This amazing service is provided by Microsoft’s Windows Live group. You designate folders on PCs that are “libraries.” When 2 PCs have folders designated as the same library, any files added, deleted, or changed in one are immediately (or manually, if you prefer) syncronized with the other configured PCs. You can setup each library individually, so different PCs can share different data. It’s also possible to share libraries with others using Foldershare, but I haven’t tried it. I use the sync’ing features extensively though. My Pictures, Library, Files, and Bin directories are all their own Foldershare libraries, and each is sync’d to 3 or 4 PCs. On any of my PCs, I get access to the same set of files.

For remote access to your files, you can also login to the Foldershare website and access any files on any of your PCs using Foldershare. Amazing, free, and simple. Get it now!

Data protection

My data is fairly protected from a loss of one PC due to Foldershare, but very susceptible to accidental corruption or file deletion. I’ll harp on this more in another post, but due to that risk, I backup all of my data in several ways, including DVD, archive copies, and online backups through Mozy.

Music and Audio

This is a manual sync process, because my music collection is so big. I keep my music sync’d across all of my PCs, with my favorite music at least on my laptop. I have a huge archive of audio books and music on my home PC, backed up by Mozy and DVDs, and accessible through Hamachi if needed in a pinch. For the most part, I use Winamp playing my music at work or home, my Palm for playlist-friendly material like audio books, and my tiny Creative Zen Nano for my current favorite random music playlist. The Zen Nano stores 2GB, which is equal to a few hundred songs, which in turn equates to enough variety for about a week for me before I need to change it up.

Browser and Online

Of course, I use Firefox. I use two extensions in particular that are amazing for shared access. First, I use the Delicious plugin to access and save my Del.icio.us bookmarks through Firefox easily. I also use Foxmarks to replicate and backup my local non-delicious bookmarks. Bookmarks are the most important piece of the Firefox puzzle to me.

Calendar and Organizing Data

I use Outlook for calendar, address book, to do list (projects & next actions), and a ton of memos. This data all gets synchornized to my Palm TX. The calendar also gets sync’d to Google’s excellent calendar via Google Calendar Sync. I also subscribe to Plaxo’s free service, which syncs the calendar and address book with outlook (if you prefer that), Yahoo, Google, and it’s own online access site. This way, data is distributed far and wide, and usually accessible by me.

Summary

By managing email through gmail, using Logmein and Hamachi, Foldershare for data replication, utilizing Firefox bookmark managers, syncronizing personal data, and managing my music in the various ways I do, my data is always a browser away, at worst. At best, I have a device on me with the data I need, and each of my PCs is a customized workstation that I can use to get my work done.

Entry Filed under: PC Basics, Productivity, Review