Computer File Management One of the most important aspects of our job is information maintenance.

Computer File Management

One of the most important aspects of our job is information maintenance.

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Objectives

• Understand importance of file management• Be familiar with commands, tools, and

resources• Apply file management techniques• Serve as resource to your local academic

senate

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What is file management?

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

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Why manage files?

• Locate files quickly• Keep related documents together• Move groups of data easily• Facilitate file sharing• Backup important data quickly

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File Organization• Windows stores files in a flexible hierarchy

with three basic levels Level Definition Examples

Drive Physical place to store files Floppy disk Hard drive

Folder Electronic place to store files Folder for files of an application program

Folder for all letters related to a project

File Collection of computer data with a common purpose

A letter A picture

Documents

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Storage Media• Hard drive• External hard drive• USB flash• CD/CDRW• DVD/DVD-RW

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Working with Folders

• Folders are electronic locations to store groups of related files

• Create new folders at any time whenever you need them

• Windows XP automatically creates a My Documents folder

• Windows Vista automatically creates a Documents folder

Vista folder XP folder

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Naming Files and Folders• Use meaningful, easily recognizable file and

folder names– 2008-budget-proposal.xlsx– Brown Act.docx– ABC-conf-May08.pptx

• Special considerations– Dates– Underscores– Spaces

• Be consistent

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Renaming Files and Folders• Rename a file or folder after you have created it

You can also rename a file by clicking the name once, waiting about one second, and clicking again to select the name. You can then type a new name.

A right-click on any filename displays the Rename command

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Organizing Files and Folders

• Group files and folders• Name each group• Create and delete folders• Move files and folders

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Ways to Group Files and Folders

• Project or Subject• Person or Department• Year• File type

Meetings 08-09 Budget Joint Hiring

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Selecting Files• Use (Ctrl) and (Shift) to move and copy

multiple filesUse (Shift) to select adjacent files

Use (Ctrl) to selectnon-adjacent files

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Moving and Copying Files (Win XP)

• Copy and Paste method to copy files• Cut and Paste method to move files

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Moving and Copying Files (Win Vista)

• Copy and Paste method to copy files• Cut and Paste method to move files

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Maintaining Structure

• Re-identify– Find and move floating files– Rename files and folders

• Re-organize– Re-group files and folders– Sub-divide folders

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Backing up

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

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Backup Tips

• Back-up regularly and frequently• Back-up data, not applications• Save data files and folders in My Documents

(Windows XP) or Documents (Vista)– Then you just have to backup that one folder

• Test back-ups by restoring– Test to make sure you backups are working– Also insures you know how to do a restore and

won’t fumble when under pressure

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More Backup Tips• Automate back-ups if possible

– So you don’t have to remember• Keep several iterations of back-ups

– Don’t put all your eggs in one basket• Label and date back-ups

– File management!• Store back-ups off-site

– Never store backups with original files in case of fire, flood, etc.

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Summary

• Importance of file management• Practical tips• Storage options• Maintenance• Data back-up• Questions?