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File Management. Overview. Importance of file management 3-step approach Storage options Data back-up Resources Hands on practice Conclusion. Objectives. Understand importance of file management Understand the 3-step approach Be familiar with commands, tools, and resources

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Presentation Transcript

Overview
Overview

  • Importance of file management

  • 3-step approach

  • Storage options

  • Data back-up

  • Resources

  • Hands on practice

  • Conclusion


Objectives
Objectives

  • Understand importance of file management

  • Understand the 3-step approach

  • Be familiar with commands, tools, and resources

  • Apply file management techniques


What is file management
What is file management?

The development and maintenance of an organized and meaningful file system.


Why manage files
Why manage files?

  • Locate files quickly

  • Keep related documents together

  • Move groups of data easily

  • Facilitate file sharing

  • Backup important data quickly


3 step approach

Identify

Organize

Maintain

3-Step Approach

  • Identify

  • Organize

  • Maintain


Identifying files and folders

Identify

Organize

Maintain

Identifying Files and Folders

  • Names and extensions

  • Icons

  • Location


Tips

  • Use meaningful, easily recognizable file and folder names

    • 2001-budget-proposal.xls

    • software-vendors.mdb

    • ABC-conf-May02.ppt

  • Special considerations

    • Dates

    • Underscores

    • Spaces

  • Be consistent


Tips

  • Become familiar with file name extensions

    .doc or docx Word

    .xls or xlsx Excel

    .ppt or pptx PowerPoint

    .mdb or mdbx Access

  • Become familiar with icons

  • Use OS to find files and folders


Organizing files and folders

Identify

Organize

Maintain

Organizing Files and Folders

  • Group files and folders

  • Name each group

  • Create and delete folders

  • Move files and folders


Ways to group files and folders
Ways to Group Files and Folders

  • Project or Subject

  • Person or Department

  • Year

  • File type

Staff Mtgs

Evals

02 Budget


Tips

  • Separate data from applications

  • Save new documents in proper location

  • Use OS tools to move files

A place for everything and

everything in its place!


Tips

  • Compare hard drive to filing cabinet

    • Group files logically

    • Nest folders

    • Use inverted tree structure


Tips

  • Mix and match grouping methods

  • Be consistent


Maintaining structure

Identify

Organize

Maintain

Maintaining Structure

  • Re-identify

    • Find and move floating files

    • Rename files and folders

  • Re-organize

    • Re-group files and folders

    • Sub-divide folders


3 step approach1

Identify

Organize

Maintain

3-Step Approach

  • Identify

  • Organize

  • Maintain


Storage options
Storage Options

  • Hard drive

  • Floppy disk

  • CD-ROM

  • USB (universal serial bus)

  • Department file server


Backing up
Backing up

Creating a duplicate of your files and folders on another storage device to protect data from accidental loss.


Tips

  • Back-up regularly and frequently

  • Back-up data, not applications

  • Save data files and folders in My Documents

  • Keep several iterations of back-ups

  • Label and date back-ups

  • Store back-ups off-site


Problem reporting
Problem Reporting

  • Be familiar with:

    • How files and folders are organized

    • Where files and folders are stored

    • Who uses your machine


Summary
Summary

  • Importance of file management

  • 3-step approach

  • Practical tips

  • Storage options

  • Data back-up



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