Keeping data safe and organized while on the road is a big part of my job. Failing to retrieve a file often means redoing/recoding it, or worse, getting guilt-tripped or going unpaid by a client.

With my laptop being powered-on and plugged into outlets in a different countries almost monthly, how can I possibly be sure one of the data-loss/power-surge/theft/etc catastrophes doesn’t ruin my entire business, and, as a result, my stream of income? I’ve developed a system I think could work for any programmer (someone who deals with mostly text-based files and a few web-graphics) that keeps my data safe securely and cheaply.

CSS, HTML, and PHP files
Almost all of my programming/development is based in one of these three languages:

• HTML - The basics of the basics of web programming. This is what ultimately decides what is displayed on the page. If your HTML isn’t formatted correctly, nor will anything else.
• CSS - This is what makes most of the web look how it does. Having a stylesheet for a web project creates a consistency of look in each section.
• PHP - This is what outputs HTML (when needed). These files are server-side so all you see when you access them is the output. The output is usually Javascript or HTML. PHP lets you generate these pages dynamically.

Unless I am working on a specific part or function of a web project, I keep all of my code on an offsite server (mine happens to be in California). I edit all files LIVE on the server. I do not use revision control (not an automated system anyways).

I test (live) after each edit, if I am building a file from scratch, I will simply download the file onto my local drive, rename the current one on the server with a “.back-CURRENT TIME” extension, make my edits locally, and upload the file with its original name for testing. This way, if my testing proves I have committed an error I simply can’t find, I can replace the file, and start over.

Many shared and dedicated hosting providers offer snapshot backups (mine offers hourly, nightly, weekly, and monthly automated snapshots).

Writing

Google Docs is the order of the day when I need to write and save documents in a secure place. Some advise keeping a separate copy of each file away from Google’s servers, I do not do this: I’d trust the Google servers with my life.

With Google Docs and Google Gears (a Firefox extension allowing select Google Apps to run offline while storing data in a temp file) I can work on the file and save it offline. Next time I connect to a wifi or ethernet connection, Google Doc’s will automatically synchronize itself with the online version.

Of course, all of this is in beta, but I have used all of it for over a year without any trouble.

If I am writing for a specific blog/company, I will typically use whatever interface they provide (usually wordpress) to save what I have done, even if it has not been completed. They don’t care what it looks like until the deadline, and with this method, if one company’s server/tool goes down, everything else of mine doesn’t go down in the flamed at the same time.

If the writing is to be submitted by email and Google Docs isn’t the right option, I will create an email to myself and include the attachment when I save. This way, each draft of the document will always be available via my email in chronological, searchable format.

Photos

A single word can be used to describe the system that powers my amazing photo archiving superpowers: Flickr!

I have been a diehard flickr fan since before they were owned by Yahoo. They do everything right, their servers have the fastest throughput rates I’ve ever transferred data to, and they even log my photo’s metadata (how far extended the zoom was when you took the photo, whether the camera was on auto or manual setting, etc) which is a very cool feature for “looking back” later on and figuring out what you did right (or wrong).

Flickr uses redundant storage, so you don’t need to worry about a crash. They archive the original size of the photo (WHATEVER IT IS) as well as make sizes to be used easily in blogs (like this one) or email.

All of my photo hosting comes from flickr.

One note: Investment in the pro account for $24.95 per year is COMPLETELY worth it. This gives you UNLIMITED storage versus the 2.0gb monthly limit they impose with the free accounts. Be cheap about something else, go for pro.

So seriously…is there any other sort of file you need to worry about saving?

I don’t deal with video files. I keep a double copy of my music (one on my MP3 player and one on my laptop) so it’s redundant (by definition at least).

I know some may be more paranoid than me regarding their precious data. I’ve been using these techniques for over three years, and haven’t had anything bad happen. I’ve never had to redo anything based on theft or data loss. I’ll let you know when something does happen.