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Information must be:

Information must be:. Kept Tidy Kept Safe Stored in an accessible place Able to be found easily and quickly when needed. In a manual, paper based form (hard copy). OR. In an electronic form (soft copy). Quick and simple to use Does not take up too much space Able to meet future needs

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Information must be:

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  1. Information must be: • Kept Tidy • Kept Safe • Stored in an accessible place • Able to be found easily and quickly when needed

  2. In a manual, paper based form (hard copy) OR • In an electronic form (soft copy)

  3. Quick and simple to use • Does not take up too much space • Able to meet future needs • Located in a convenient place • Documents should be safe and tidy

  4. Floppy Disks • Generally available as 3.5” hard cased disk • Storage space 1.4/2Mb • Disc must be formatted before use • Can be stored in folders like a filing cabinet

  5. Storage medium provided with the computer • Storage capacity of hard disk drives is quoted in Gb (Gigabytes)

  6. Newer type of storage device - saves 100Mb or 200Mb • Can save up to 140 times more data than a floppy • Useful for backing up and storing large files - especially internet downloads

  7. Stores up to 650Mb of data • Most programs are now supplied on CD-Rom • Using a CD writer it is possible to store information on CD-Rom

  8. More computers are now fitted with DVD drives • Stores up to 17Gb of Data (26 CD’s) • Now possible to make your own DVD’s

  9. Can have 2, 3 or 4 drawers • Most cabinets have a series of pockets suspended on runners at the edge of the drawer

  10. Files can be arranged side-by-side • Files are suspended on horizontal rows • Less space needed than vertical filing cabinets - no drawers

  11. Trays can be stacked one on top of the other • Trays can be labelled eg IN, OUT and Pending • Allows papers to be stored neatly during the day

  12. Useful for storing papers which are referred to often • Can be used with dividers to section off parts of the folder

  13. Used to store a variety of information - similar to diary • Available in different sizes • Possible to buy skeleton pages

  14. Using an Application Package • Database • Word Processing • Spreadsheet • Desk Top Publishing • Presentation • Scanning Information • Downloading from the Internet

  15. A database is an electronic filing system • A file/table holds all the information needed on a particular topic • A record is a collection of information about one thing eg Employee • A field is a piece of information within a record

  16. It can create the fields to hold the information • You can enter as much information as you need • You can Add, Delete and Alter the field type easily • You can search for what you need - can attempt multiple searches • You can sort the information numerically or alphabetically both descending and ascending • You can merge from the database into other documents

  17. It is a grid with a series of numbered rows and lettered columns • It allows you to perform calculations • Information can be changed/updated and figures recalculated

  18. Text and Graphics can be scanned • Mail received can be scanned then originals destroyed • Saves space - no need for filing cabinets • Saved as WP documents

  19. Use an appropriate file name • Save files in named folders • Label disks clearly and store in lockable boxes • Make regular back-ups

  20. Access information quickly • Edit information easily • If information is on a server more than one person can use it at one time • Storage space less • Can access information from anywhere

  21. Equipment failure stops access to information • Power failure can cause loss of information • Fire can cause the loss of all data • Human error could overwrite files

  22. Viruses could be a big problem • Easy to loose data if staff are not trained properly

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