1. Where is the data and how often does it exist? About redundant data storage.
Redundancy can be a good thing, specifically where it is used in a controlled way to secure systems: A dual power supply unit in the server, additional RAID hard drives, a dual uninterruptible power supply.
Redundancy can also be fundamentally bad, namely when work time is wasted doing the same thing several times.
Variants are good. Duplicates are dumb.
Any time you send someone a copy of a file or a different format, create a different size, then you produce… a copy.
We differentiate between desirable variants and useless, burdensome duplicates:
- Whenever you attach a file to an email, it is a duplicate. It exists on your server, on your mail server, on the mail server of the recipient and then again wherever the recipient stores it – that is, four times. When the recipient edits the file and sends it back, the amended version also exists four times. The more often you send files by email, the more ‘offspring’ they produce. Use of these is very limited, usually zero. You need a file only twice: the draft and the edited version. Each additional occurrence of a file can lead to confusion and cause unnecessary work.
- Whenever a graphic designer saves a file from the server locally to his hard drive to include in a layout, then he is creating a duplicate.
- Whenever you transfer data using Dropbox, Wetransfer or another service provider, you then have a duplicate file, one is with the service provider and one with the recipient – at least.
- Whenever you convert the photos of your 1,000 products into the three sizes needed for your online shop, you then have 4,000 files, plus many others for the printed catalog, commercial platforms and other uses.
- And we must not forget the many, tiny "private databases" with completely uncontrolled duplicates, that is, the local hard drives of employees, the USB hard drive that one department or the other is keen on acquiring, the USB sticks, CDs, DVDs, etc.
All duplicates have several unpleasant characteristics in common:
- You lose all control, which can have consequences, particularly if confidential data is involved.
- Employees waste time trying to figure out which version is the right one, that is, which presentation or which data sheet now contains the correct technical data?
- There is no connection between the files; each one stands on its own without it being clear beyond a doubt which file stems from which.
- IT resources are unnecessarily burdened.
What do we do differently with cavok?
With cavok, you can drastically reduce the number of duplicates. You can also save a lot of time, money and nerves, especially if you integrate cavok in your online shop and other systems, carry out the production of your advertising materials with cavok and tie in external service providers. Examples:
- With cavok, you produce the required photo variants for the online shop automatically "on the fly". The photos are in cavok, the online shop channels them through to the screen of the end customer.
- Graphic designers – your own or those of your ad agency – work with lower-resolution references to photos directly from cavok. The layouts, graphics, etc. are in cavok; local, manually managed files no longer exist for we have directly integrated Adobe InDesign and other systems.
- Files with identical content can automatically be found with cavok, even if they have been renamed.
- If a new version of a file is created manually or automatically, the old and new versions are linked together.