FILE MANAGEMENT 101

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FILE MANAGEMENT 101

• Welcome to

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What is File Management?

• Organizing your documents
• Locating your documents
• Using your documents
• Placing your files for backup
• Performing all the above QUICKLY

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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

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THE MALL
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The Mall

• Sears
• Tools
• Appliances
• Garden
• Disney
• Toys
• Videos
• Clothing

• Footlocker
• Dillards
• Womens
• Mens
• Shoes
• Housewares
• Hallmark

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How Does This Apply?
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How Does This Apply to Me?
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The Key Is

• Good File Management

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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)

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Getting Started
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Start by Creating CategoryFolders 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

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Moving Existing Files intoNew 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

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New Files...
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Saving New Files to a Desired Location

• File menu - Save as
• Open your target folder
• Name the file
• Click Save

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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

Remember Someday, someone else may have to
make sense of your file names.
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Backing Up
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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

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Final Thoughts

• File management will help when
• Saving files
• Locating files
• Working with files
• Recovering corrupt files
• Keeping files secure

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FILE MANAGEMENT 101

• Thank you