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Technology and Organization: How to stay on top of your files.

This is the next edition of a semi-regular series From the Business Desk I am writing to look at some of the important factors in running a Small Fiber Arts Business.  This month’s feature revolves around using some technology solutions to manage the data and documents your business creates.
In today’s technological age, more and more business documents are being created, transmitted, and stored solely in an electronic format.  Gone are the days of massive file rooms and large physical filing cabinets full of records; for small businesses in particular, digital storage is a booming need.  Being able to store and organize documents smartly is a crucial aspect of any business operation, and the time and effort saved through organization can make a real difference for a business of one or two employees.  This is especially true for fiber arts design shops, where the products, patterns, and media being created comprise the bulk of the value for the business.
For the small business today, there are a wealth of resources available, ranging from free to very cost effective.  These resources are able to store documents in a manner where they can be easily accessible to the business, yet secure and organized to protect the data.  Cloud storage, available through GoogleApple, or Dropbox, to name but a few, can initially be used for free.  This online storage can be accessed anywhere that you have an internet connection.
More locally is the emerging concept of a Personal Cloud.  A personal cloud is a hybrid setup of storage; a cross between an internet based Cloud Storage service and a personal hard drive attached to a computer.  Also known technically as Network Attached Storage (NAS), this technology solution allows you to create, save, and share documents locally within your own business or home network.  
Tinking Turtle’s Personal Cloud looks like any Windows file structure, and
is organized and accessible across multiple computers.

Tinking Turtle has recently set up our own Personal Cloud system to store all of our business data including design information, contracts, and other important documents, in one simple, easy to access location that any computer on our business network can connect to.  This allows us to categorize and file designs and other business documents in an organized, hierarchical manner, while still preserving the ability to share these among members of the business.

Personal Cloud providers such as Western Digital or Seagate now offer affordible data storage solutions with a wide range of features, including automatic backups, audio and video streaming services, and even the ability to access documents anywhere across the internet.  This functionality offers small businesses a key competitive advantage, as by being organized with your company data, you are better able to use your available resources.