Reducing the Risk of File Loss

When working on files, especially in a Server environment, it’s not uncommon to open the file you’re working on directly from the server. This is not always the best practice if the file server is overburdened, or if the document is prone to instability, as this increases the risk for file loss or corruption.

If you are working on large design files of more than several hundred megabytes in a Adobe InDesign, Adobe Illustrator, Adobe Photoshop, Quark Xpress, Microsoft Powerpoint, Microsoft Publisher, Autodesk AutoCAD, Autodesk Revit, or other disk intensive software, working on a local copy is recommended. Indesign, AutoCAD, Powerpoint and other complex document creators can build a file that is “unstable,” and a font, linked or embedded graphic can cause the document to crash frequently, leading to corruption and lost work. Saving multiple revisions locally allows you to “wind back the clock” and discover what the bad element could be. 

While working on your local copy, we recommend saving every 15 minutes during periods of heavy productivity. This means you will have the most current copy on your machine, and an older known good copy on the server. Working this way reduces the I/O load on the server and the network as a whole, and gives the program the fastest performance possible.

Rename the file every few saves using filename shorthand so you can keep track, and save the end of the day’s version the server so nightly server backups will capture daily versions.



Big_Client_Project_110817_v3 ->Save to server


Big_Client_Project_110917_v2 ->Save to server


Big_Client_Project_111117_v2, etc.

Of course, saving files locally does present risk if you don’t put versions back on the server and don’t have a local backup, but such limitations should be taken into account for any and all workflows.

ZenIT offers managed, automated, secure document backup for small businesses starting at as little as $150 per month for up to 5 machines.  We offer file management and data security plans that flex to accommodate business growth and infrastructure changes.  Contact us to learn more: