What works for one, may not work for others. The easiest way is create a bunch of folders chronically on the hard drive.
I ran backup once a week. We at office use paperless transactions which works well.
For BPO I hang on to all images taken. One can get a 4T hdd 10,000 rpm rather cheaply.
Each brokerage has its own tools, resnet, equator. There are so many tools out there. Suggest you stay with what you know most.
Each year I upload previous year folder in a cloud storage.