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Computer File

An electronic filing system is a digital system for organizing, naming, storing, and retrieving files on devices like phones, consoles, and DVRs. It offers advantages over manual filing like taking up less space, providing faster access and retrieval, and enhancing data integrity and security. However, it can result in complete data loss during cyberattacks and be more expensive than manual systems. A file contains characters, fields, and records of related data to provide information about an item or identity. Files are stored in folders on a computer and can be in different formats like documents, spreadsheets, texts, audio, video, programs, and images.

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245 views2 pages

Computer File

An electronic filing system is a digital system for organizing, naming, storing, and retrieving files on devices like phones, consoles, and DVRs. It offers advantages over manual filing like taking up less space, providing faster access and retrieval, and enhancing data integrity and security. However, it can result in complete data loss during cyberattacks and be more expensive than manual systems. A file contains characters, fields, and records of related data to provide information about an item or identity. Files are stored in folders on a computer and can be in different formats like documents, spreadsheets, texts, audio, video, programs, and images.

Uploaded by

Ogbo Isu
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Download as PDF, TXT or read online on Scribd
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THE ELECTRONIC FILING SYSTEM

An electronic filing system is a system of organizing, naming, storing, and retrieving files that utilizes hard
drive space or network space. Electronic filing systems are used on multiple devices, ranging from our cell
phones to our video game consoles to our digital video recorders.
Advantages of EFS over Manual Filing system
1. It takes up less space than the manual filing.
2. It provides a more organized working interface.
3. It is much easier to update or modify.
4. It offers faster access and retrieval.
5. It enhances data integrity and reduces duplication.
6. It enhances data security if proper security measures are employed.
Disadvantages
1. Complete loss of data in cases of cyber-attack.
2. More expensive than MFS.
3. Requires expertise.
What is a file?
A file can be defined as a collection of related records that gives a complete set of information about a certain
item or identity.
A computer file id made up of three elements, viz a viz:
1. Character
2. Field
3. Record
Character
A character is the smallest element in a computer file. It refers to letters, numbers, or symbols that can be
entered, stored and output by the computer.
A, G, L, 2, #, &, +
Field
A field is a collection of characters that represent a single piece of data. For example, a student’s admission
number.
EBS/CONSU/2022/099/N, 3222100007, 3221000528
Record
A record is a collection of related fields that represent single entities.
For example: in a class score sheet, details of each student in a row such as admission number, total marks,
and position make up a record.
EBS/CONSU/2018/023/N 18 32 50 PASS
Folder
Collection of files are stored in a Folder. Some folders can contain several other folders that contains
computer files. These are called Master folders.
Computer files can be saved in different format depending on the type of file or software that is used to access
them. Below are types of file format

File types Extension Applications


Document files .doc, .docx MS word, Google docs
Spread sheet .xls MS Excel,
Text document .txt Notepad
Audio files .mp3 Audio players
Video files .mp4 Video players
Windows software .exe Windows installer
Image files .jpeg, .png, gif Photo viewers
PDF files .pdf PDF readers

It is worthy of note that, files of different format can be contained in one folder and it does not affect the
methods of accessing their contents.

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