Managing Data & Information Procedures & Techniques

Procedure, a task that must be performed by whom and when Technique, how to do the job Storage procedures: –Correct naming of files –Use of folders or storage locations –2 key parts to storage procedures: Correct naming of files Use of suitable folders or storage locations

File-naming Conventions Different operating systems allow different combinations of characters to be used when naming files: –XP, maximum file name length, 255 characters –. To separate file name from extension –Allows spaces –Allows numbers –Is not case sensitive

File naming conventions Use previous versions on longer projects Use of sequential file-naming convention which indicates which copy of a particular document will be used. Storage Strategy: –Use of folders or directories with meaningful names

Data Loss & Backup Procedures Data loss –Accidental where users don’t pay attention or natural disaster –Viruses Backup procedures –Backups kept in fireproof and heatproof safe or off- site; or use online storage –Full backup, all files –Incremental backups, backups of files that have changed –Backup strategy, daily incremental and weekly full

Disaster Recovery Plan A plan describing the steps an organisation will take to restore computer operations in event of a disaster. 4 components: –Emergency plan –Backup plan –Recovery plan –Test plan

File Transfer Procedures Options: –If few files, store data on USB flash drives –Writeable CD or DVD –Compress files, eg. zipped files,.zip