Over the years and quite a few moves on two different continents, my documents have become a barely-managed trail of valuable information that has become less and less secure over time because of my lifestyle. I decided that it was time to look into some method of digital document management, and I’d imagine I’m not alone. It’s not like I needed an enterprise solution or some sort of digital document management software, but my records are obviously critical to me, and their potential loss would represent an enormous amount of time that I would have to take to replace them where I could, and obviously many physical documents and records can never be replaced if they have not been backed up digitally. A friend’s story of losing his notebooks containing all of his accounts of his experiences in the Vietnam War-in a warehouse fire, as clichéd as that is!-pushed me to finally take the bull by the horns.
A digital document management solution was what I needed, a personal digital archive, and in addition to security I really required that it be easy to add to as time went on. I rejected the idea of a purely online document management method as anything more than an extra backup; it may sound simplistic but a physical solution that included encryption attracted me most. All that it really came down to for me was committing the time to do the document imaging-again I just needed a personal solution, as opposed to a way to store corporate documents. Still, I had quite a bit of work to do– digitizing hard copies of titles to property that had no digital backup was just the beginning.
I don’t want this to turn into a plug for a specific method of digital document management, but in the end the solution that I settled on was a secure flash drive that in addition to encrypting and storing my digital information also protects my passwords and lets me surf anonymously when I’m not using one of my computers. 1 GB of storage was less than US$100, and it was a small price to pay.