11 Vertical Filing Cabinet Can have 2, 3 or 4 drawersMost cabinets have a series of pockets suspended on runners at the edge of the drawer
12 Lateral Filing Cabinet Files can be arranged side-by-sideFiles are suspended on horizontal rowsLess space needed than vertical filing cabinets – no drawers
13 Filing Trays Trays can be stacked one on top of the other Trays can be labelled eg IN, OUT and PendingAllows papers to be stored neatly during the day
14 Lever Arch Files Useful for storing papers which are referred to often Can be used with dividers to section off parts of the folder.
15 Personal Organiser/Filofax Used to store a variety of information – similar to diaryAvailable in different sizesPossible to buy skeleton pages
16 How Can Files Be Stored Electronically Using an Application packageDatabaseWord ProcessingSpreadsheetDesk Top PublishingPresentationScanning in informationDownloading from the Internet
17 What is a Database? A database is an electronic filing system A file/table holds all the information needed on a particular topic.A record is a collection of information about one thing eg EmployeeA field is a piece of information within a record
18 What can a database do:It can create the fields to hold the informationYou can enter as much information as you needYou can Add, Delete and Alter the field type easily
19 Cont You can search for what you need – can attempt multiple searches You can sort the information numerically or alphabetically both descending and ascendingYou can merge from the database into other documents.
20 What is a SpreadsheetIt is a grid with a series of numbered rows and lettered columnsIt allows you to perform calculationsInformation can be changed/updated and figures recalculated.
21 Using Scanners Text and Graphics can be scanned Mail received can be scanned then originals destroyedSaves space – no need for filing cabinetsSaved as WP documents
22 File Management Use an appropriate file name Save files in named foldersLabel discs clearly and store in lockable boxesMake regular back-ups
23 Advantages of Electronic Storage Access information quicklyEdit information easilyIf information on a server more than one person can use at a timeStorage space lessCan access information from anywhere.
24 Disadvantages of Electronic Storage Equipment failure stops access to informationPower failure can cause loss of informationFire can cause the loss of all dataHuman error could overwrite files
25 Cont Viruses could be a big problem Easy to lose data if staff are not trained properly