Computer File Management

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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

5
File Organization

• Windows stores files in a flexible hierarchy with
  three basic levels

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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

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

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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.
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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

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Selecting Files

• Use (Ctrl) and (Shift) to move and copy multiple
  files

Use (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
  wont fumble when under pressure

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More Backup Tips

• Automate back-ups if possible
• So you dont have to remember
• Keep several iterations of back-ups
• Dont 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?