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 LevelDefinitionExamples Drive Physical place to store files  Floppy disk  Hard drive Folder Electronic place to store files  Folder for files of an application program  Folder for all letters related to a project File Collection of computer data with a common purpose  A letter  A picture 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 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. A right-click on any filename displays the Rename command

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 Budget Joint Hiring

12 Selecting Files Use (Ctrl) and (Shift) to move and copy multiple files 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

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?