Computer File Management

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

2. 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

3. What is file management? The development and maintenance of an organized and meaningful file system.

4. Why manage files? • Locate files quickly • Keep related documents together • Move groups of data easily • Facilitate file sharing • Backup important data quickly

5. File Organization • Windows stores files in a flexible hierarchy with three basic levels Documents

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

7. 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

8. 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

9. Renaming Files and Folders • Rename a file or folder after you have created it A right-click on any filename displays the Rename command 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.

10. Organizing Files and Folders • Group files and folders • Name each group • Create and delete folders • Move files and folders

11. Ways to Group Files and Folders • Project or Subject • Person or Department • Year • File type Meetings Joint Hiring 08-09Budget

12. Selecting Files • Use (Ctrl) and (Shift) to move and copy multiple files Use (Shift) to select adjacent files Use (Ctrl) to selectnon-adjacent files

13. Moving and Copying Files (Win XP) • Copy and Paste method to copy files • Cut and Paste method to move files

14. Moving and Copying Files (Win Vista) • Copy and Paste method to copy files • Cut and Paste method to move files

15. Maintaining Structure • Re-identify • Find and move floating files • Rename files and folders • Re-organize • Re-group files and folders • Sub-divide folders

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

17. 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

18. 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.

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