Data access is easier than ever

There are three levels of technology to consider.
KNIGHT RIDDER NEWSPAPERS
SAN JOSE, Calif. -- A while back, a friend was complaining about a big work project that had him working from home in the evenings and on weekends.
It wasn't the workload. It was the hassle of trying to manage files he needed at both places.
Spreadsheet files were too large for a floppy disk so he e-mailed them back and forth -- and ended up confused a few times about which version was the most recent.
With today's technology, there's no reason he couldn't carry all his data in his pocket -- or at least access it from any Internet-connected computer.
In the simplest form, there are three levels of technology -- and pricing -- that put data within reach from home, the office or even your Internet-connected laptop at Starbucks.
Which one is right for you?
UThe USB flash drive, the small keychain-sized storage device that has all but replaced the floppy disk, is not only easy-to-use but more importantly is increasing in capacity and dropping in price.
USpecialty software can add some customization to the data you carry around. Some products synchronize specific folders while others bring your personal Web browser settings to any computer.
URemote access products, best used with high-speed Internet connections, allow you to tap into your home or office computer from a remote computer and access files -- and e-mail -- as if you were actually sitting in front of that remote computer.
USB drive
The easiest way to move data files back and forth is to slide a USB drive into your computer and start saving to that drive.
For about $10, you can pick up a basic 16-megabyte drive -- that's roughly the space of 10 floppy disks -- but we don't recommend it. The 128-megabyte drives are priced below $50 these days. And if you really shop around, you can find 256-megabyte drives -- that's more than 180 floppies -- for about the same price.
Lexar Media and Forward Solutions, two technology companies, have enhanced their own USB drives with software to help on-the-go people keep the look and feel of their own computers, even when they're not at home or work.
JumpDrive Traveler by Lexar Media is unique in that it not only stores your data but also stores personal and sensitive settings -- including home page information, history files, cookies and passwords. When you use a public computer, the next person won't know which sites you visited or which passwords you typed in because that information was stored on the drive, not the computer.
E-mail
For e-mail management, the MiGo drive by Forward Solutions, brings customization to a new level. The software on the MiGo allows you to synchronize your Outlook inbox -- or any Outlook folder -- as well as specific folders. Once plugged in, the MiGo scans for the last 30 days of e-mail -- or as many days as you set -- and looks for changes such as replies, forwarded e-mail and deleted messages.
Forward Solutions has two versions of the Migo drive -- a 128 megabyte drive for $150 and a 256 megabyte drive for $200 -- but is looking to release drives with larger capacities this spring. Likewise, it is also planning to release a version that's compatible with Microsoft Exchange e-mail servers -- which are common in many corporate offices -- in the coming months.
Remote access
If full access is what you need, however, a remote-access system may be the best way to go.
GoToMyPC.com gives you full access to a remote computer -- maybe grabbing a file from the office computer by using the Internet connection at home -- just as if you were there.
You can change settings on the remote computer, add and delete files to that computer and even tap into files housed on the company network.
But there are a few drawbacks. First, the host computer has to remain powered on. If you do a full shutdown at the office and suddenly realize from home that you need a work file, you'll be out of luck. Also, a one PC license allows only one computer to be the host, while the others are remotes. If the office PC is the host and the home PC is the remote, then it only works for you if you need to access home files from work, not the opposite.
Of course, you can always pay more to make more than one computer act as the host. Pricing for GoToMyPC starts at about $20 per month for one PC or $30 for two PCs. Pricing for a year-long commitment is discounted.
goAnywhere software
Intellisync's goAnywhere software uses a different approach. The boxed software, which sells for $100, includes a one-year subscription for two host PCs.
And instead of having to install remote-client software on every computer you use to access the host computer, Intellisync users only need a Web connection -- from a PC, Mac, Palm or Pocket PC handheld or even a cell phone -- to tap into the host computer.
GoAnywhere also adds on sharing capabilities, making specific files available to friends, family or colleagues who also have a Web-enabled device at their fingertips. The data is encrypted and the access by other users is turned on and off by you.