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FILE MANAGEMENT 101. Welcome to. Organizing your documents Locating your documents Using your documents Placing your files for backup Performing all the above QUICKLY. What is File Management?. Your files are centrally located in your secure folder...where they will be backed up

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Presentation Transcript
what is file management
Organizing your documents

Locating your documents

Using your documents

Placing your files for backup

Performing all the above QUICKLY

What is File Management?
how does it work
Your files are centrally located in your secure folder...where they will be backed up

Your files are categorized by topic

Related files are place in sub-categories

Think of it as:

How Does it Work?
the mall5
Sears

Tools

Appliances

Garden

Disney

Toys

Videos

Clothing

Footlocker

Dillards

Women’s

Men’s

Shoes

Housewares

Hallmark

The Mall
the key is

The Key Is:

Good File Management

management process
Naming files

Categorizing files

Saving files to specific folders (on server if available)

Finding locations of saved files

Backing up files (Whose Responsibly)

Management Process
start by creating category folders on server
Using a sheet of paper

Design a map of folders to be created

(keep topic folder number between 8 & 10)

Add sub folders for related items

Create folders at your workstation computer

Start by Creating CategoryFolders on Server
moving existing files into new category folders
Open folder that currently contains your files

Open the target category folder

Drag the file(s) into the target folder

Complete this for all files

Moving Existing Files intoNew Category Folders
saving new files to a desired location
Saving New Files to a Desired Location
  • File menu - “Save as”
  • Open your target folder
  • Name the file
  • Click “Save”
naming files
Use a descriptive name

Put the topic in the name

Files names are listed alphabetically

Example names:

Good Bad

Supt Letter-12-97 Letter to Supt

Paper Order-1-98 Paper

Naming Files

* Remember: Someday, someone else may have to make sense of your file names.

backing up your files
Why back up?

Damaged files

Hard disk failure

New computer

Who is responsible for backups?

This is a question to ask your district

Your responsibility...

Save files to network folder

Files on your hard drive will not be backed up

Backing Up Your Files
final thoughts
File management will help when

Saving files

Locating files

Working with files

Recovering corrupt files

Keeping files secure

Final Thoughts
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