File Management Systems

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File Management Systems!

• By Annabelle Wint

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Introduction!

• Organising and managing documents within a
  computer system is vital if information is not to
  be lost or misfiled.

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• All windows based systems allow you to set up
  different folders of directories in which you can
  store related information.

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Folders and directories are exactly the same
thing its just that different people use the
different words.
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Folders and Directories

• All the data on your hard drive consists of files
  and folders. The basic difference between the two
  is that files store data, while folders store
  files and other folders. The folders, often
  referred to as directories, are used to organize
  files on your computer.  

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Folders and Directories

• The folders themselves take up virtually no space
  on the hard drive. Files, on the other hand, can
  range from a few bytes to several gigabytes. They
  can be documents, programs, libraries, and other
  compilations of data.

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Folders And Sub-folders

• You are not restricted to the number of folders
  you can have. They can be put into filing
  cabinets within an office. Also, within each file
  it is possible to have sub-folders to help divide
  up your work.

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Folders and Sub-folders

• The number of folders and sub-folders you need
  will depend upon the number of data files you
  create and store.

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Folders and Sub-folders!

• Folders
• Sub-folders of the main folders
• Sub-folders of the sub-folder

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File Management

• All files can be stored on a computer system are
  automatically given a three character suffix
  preceded by a full stop. This indicates the
  software in which the file has been created.
  These are some of the most commonly used
  suffixes

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.doc - Word word processing
.ppt - Powerpoint
.wps Works words processing
.bmp Bitmap graphics
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Copying Files

• Files can be copied using the facilities of the
  file manager. If you store your data files on a
  floppy disk it is advisable to make a second copy
  of them to ensure they will not be lost if the
  first disk fails for any reason.

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Copying Files

• It is also good practice to do this if your files
  are stored on the computers hard disk, although
  failures are much less likely to occur.

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Scenario

• An example of using file management in the school
  is the way we all organise our files in my
  documents.

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Thank-you for Watching