Choosing the right technology for the job

One thing that information creators can do is to consider whether the format they are thinking of using is appropriate for the type of information being created. For example, if it is only a quick message to confirm a meeting then an email is appropriate. An email may be less appropriate if you are confirming the details of a large commercial contract which is to last for the next ten years.

There is also a strong argument for using shared network drives to store information rather than removable media such as CD Roms or USB memory sticks. Not only are the contents of these media less secure and more prone to being lost, they are also far more susceptible to obsolescence. Such media often fall below the radar of corporate data migration policies and are likely to be overlooked until it is too late.

It is far better to rely on central corporate systems such as the shared network. Your IT department will be aware of the need to continually update the hardware and software that runs the network and will have plans to ensure this occurs in a timely fashion.

If you use particular databases or other applications that are local to your area you should ensure that your IT department knows what it is that you are using and why you are using it. This will again help make sure that your information is included when any upgrades are required.

It is also worth bearing these issues in mind when choosing future IT systems and to think carefully if choosing a system that will store your data in a commercial format owned by a particular vendor with no means of exporting it to another system. Such systems may well mean the fate of your information is bound to that of its supplier and could be at risk if they were to cease business or to cease to support the product.