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Electronic File Management:

Electronic File Management: . Storage & Back Up of Files. Session Outline. Computer basics File Basics File Management Back-up. Computer Basics. System properties Memory vs. storage Desktop and hard drive. Storage: Magnetic, Solid State, Optical. Magnetic, solid state, & optical

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Electronic File Management:

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  1. Electronic File Management: Storage & Back Up of Files

  2. Session Outline • Computer basics • File Basics • File Management • Back-up

  3. Computer Basics • System properties • Memory vs. storage • Desktop and hard drive

  4. Storage: Magnetic, Solid State, Optical • Magnetic, solid state, & optical • Affected by electromagnetism • Solid state - usb thumb drive, jump drive, memory stick, etc • Small – easily lost • Optical – CD/DVD • Read/write cycles limited

  5. File Basics • File extensions • Used to associate file with application • e.g - .doc used by Microsoft Word • Location on storage device • Different than file structure visible to user • Deleting file removes pointer to file • File type will affect file size • Text files are small, video files are large

  6. Kilo Mega Giga Terra • Bit • Fundamental unit of computer file size • Byte • 8 bits = 1 byte • Kilobyte (KB) = 1000 bytes • e.g. this PowerPoint file 65KB • Megabyte (MB) = 1000 Kilbytes • e.g. 1 minute video (220 x 176 pixels) 8MB • Gigibyte (GB) = 1000 Megabytes • Video from DVD 6GB • Terabyte (TB) = 1000 Gigabytes • PetabyteExabytZattabyteYottabyte

  7. File Management • Decide on one place • e.g. My Documents or Documents • Create a file structure • Folders within folders • Decide on a naming convention • Be as descriptive as possible • Include version/date information • ‘Illegal’ characters • * < > “ / \ : ? | (Windows) • : (Mac)

  8. File Management • Copy/move • Re-order files if desired • Add ‘a’ or ‘!’ to beginning of file name to force to top • Clean up desktop and Clean out unnecessary files regularly • Back-up files!!!!!

  9. Finding Files • Windows • Search • Mac • Spotlight

  10. Back-up • Important files should be backed-up in more than 1 place and in more than 1 medium • Other computers, usb memory sticks, CD/DVD, network storage • Tape back-up, external hard drive back-up • Time Machine • Network back-up • Picasa, P:drive, NetStorage (mymacewan)

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