It is crucial to save your files in the "My Documents" folder on a Windows computer, on the network drive folder (dfs/department drive/private/user) on a Macintosh computer or the Cloud instead of on your desktop or elsewhere on your local computer. Here's why:
1. Organizational efficiency: Saving files in the designated "My Documents" or network folder can help you keep things organized and easily accessible. While it gives you a single location where to look for any of your files, it also allows you to sort and categorize your files, making it simpler to locate what you need when you need it.
2. Backup and recovery: By saving files in the "My Documents" folder or network folder, you increase the chances of having your files backed up regularly. In case of a computer malfunction, you can easily restore your files from a backup, minimizing the risk of losing important information.
3. Seamless access from any device: Using the "My Documents" or network folder enables you to access your files from any device connected to the GVSU network. This versatility allows you to work on your documents even when away from your primary workstation, as long as you have access to the Internet.
In addition to saving files locally on your computer, it is even better considering cloud storage options. One Drive, a cloud platform, is available to all GVSU faculty and staff. It offers several cloud advantages some of which are listed below:
1. Enhanced security: Cloud storage platforms often provide robust security measures, including encryption and authentication protocols, ensuring that your files are better protected against unauthorized access or data breaches.
2. Collaborative work: Cloud storage allows you to easily share files and collaborate with others in real-time. Multiple users can work on the same document simultaneously, streamlining teamwork and increasing productivity.
3. Disaster recovery: Cloud storage servers are typically equipped with reliable backup systems. This means that even if your local machine encounters a hardware failure, your files will still be safe and accessible from the cloud.
Here are some of the consequences of not following these recommendations:
1. Data loss: Saving files directly on the desktop increases the risk of accidental deletion, file corruption, or losing important data in case of a system failure. Remember, your desktop is meant for temporary convenience, not long-term storage.
2. Difficulty in locating files: When files are scattered across different locations, it becomes harder to find the specific document you need quickly. This wastes time and can lead to frustration.
3. Limited access: If your files are only stored on your desktop, you won't be able to access them remotely or from multiple devices. This can hinder your productivity and limit your ability to work efficiently.
The IT division strongly encourages the GVSU community to save their files in the designated "My Documents" on the network private drive for Windows users, the network drive folder (dfs/department drive/private/user) for Macintosh users. Users should also consider using Microsoft "Teams" cloud storage as an additional option for increased redundancy. By doing so, the community benefits from better file organization, increased accessibility, enhanced security, and improved collaboration. Don't forget to regularly back up your files to minimize the risk of data loss.