Basic File Backup and Sharing

Last entry I touched on Evernote. This entry I’ll discuss a file service called Dropbox.

Dropbox has been around for a few years. It’s not flashy and feature rich, just basic file storage and sharing. However, it does these services quite well. There is a free option with tiered pricing so you only pay for what you need to use. The basic free service offers 2GB of storage. The next tier is 50GB for $9.99/mo or $99/yr. You can see all of their pricing options here. I use this service on a limited basis for a number of years and have not exceeded the 2GB basic limit.

So what can this service do for writers? It provides a basic, no frills way to store files in the cloud and access them on various devices. Dropbox has clients for iOS, Android, Blackberry, Windows, MAC, or Linux. Or, if you prefer, simply use any browser to access it from an Internet capable device.  Additionally there are third-party apps that utilize Dropbox for cloud storage. Unfortunately, as of this writing, that page of their website is being rebuilt. Two iPad apps I use, Mindjet (a mind mapping tool) and Notify, (a freehand note taking app) use Dropbox to sync files with. If I lose my iPad, I can still access my data.

Dropbox allows you to store files or create folders to organize your files. These folders can be shared, allowing others to collaborate on your current work in progress. These folders can be automatically synchronized to everyone’s computer, assuming they are using one of the Dropbox computer clients. A handy way to ensure everyone is working with the latest files. The service keeps an archive of your files for one month, permitting you to undo your last edit. Or if your computer happens to have a bad day and starts randomly deleting files, you have a back up.

Speaking of backups, you can use the Dropbox folder on your PC to store your current work and Dropbox will automatically sync it with cloud. A simply, no cost, way to back up your files. If your computer blows up, get a new one, install the Dropbox client, and download your files. If you wish to backup your entire computer, including your operating system, there are other services that are better suited to that task.

How do I use Dropbox? Mainly as a parking spot for files that I need to access on various platforms or transfer between devices. Utilizing the benefits provided by my day job creates paperwork I have to submit to HR. I scan these documents and store on Dropbox. I then pull them down and store them digitally on my home network. The service also comes in handy to retrieve documentation for the projects I have to support. I can store project information in the form of a PDF or Microsoft Word document and then access it using my laptop, Blackberry, iPad, or personal Android phone. This can come in handy for traveling. Dragging hundreds of pages of documentation along for a plane ride, can be a pain. Not only in low back from all the extra weight you’re carrying around, but with today’s baggage fees, it can hurt the wallet too.

Do you use Dropbox or another service like it? How do you use the service to increase your productivity?


Filed under Writing

2 responses to “Basic File Backup and Sharing

  1. I love Dropbox and it has increased productivity for my team by leaps and bounds. It makes file sharing for larger documents (especially graphic heavy items like book covers) a breeze. Great post and perception of the service!

  2. I suppose the advantage of using Dropbox over backing up to a thumb drive of some such device is that the device can be lost….while Dropbox is always out there somewhere ready to be accessed. Well, the ability to retrieve on ipad, etc. is a great big plus. Carolyn Steele

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