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

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 2

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 4

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

Documents Level Drive Folder File Definition

Physical place to store files Electronic place to store files

Examples

  Floppy disk Hard drive  Folder for files of an application program  Folder for all letters related to a project Collection of computer data with a common purpose   A letter A picture

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

7 Vista folder Working with Folders XP folder • • • • 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

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 9 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.

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

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

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

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 17

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?

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