Unit

4  
File and Data Management

                                               
 

Computer  File                                                                                                                                      Software  

                                                                                                                                                                                                                       
Source:  http://tinyurl.com/qeyu48u   Source:http://tinyurl.com/o77ysht    

Overview

Now that we have obtained a general understanding of how a computer works, let’s move on to
examine how it manages the data/information and files stored on in. This Unit explains how a
computer’s file and data management system works. You should recall that primary storage or
primary memory is the ROM chip where data is stored for immediate usage just like your brain
has a short-term memory for immediately recalling things. However, long-term memory is the
secondary memory storage that this Unit will now cover. We will use some practical activities
which can help you to understand how files can be organized into multiple folders and
subfolders, on secondary storage devices. This unit will also examine some of the different types
of files that are stored on a computer.

 
MGMT1000  Introduction  to  Computers  Unit  4  Version  1   Page  1  
Unit 4 Learning Objectives

By the end of this unit you will be able to:

1. Recognise and examine some common file types given different file name extensions.
2. Perform the movement of files and folders to organize information in a meaningful way.
3. Explain disk and file management operations.
4. Examine the function and usefulness of databases for business.

This unit comprises one session as follows:

Session 4.1: File and Data Management

Readings & Resources

Course Required:

National Open University of Nigeria. (2010). CIT102 Software Application Skills [Courseware].
Retrieved from  http://tinyurl.com/ozfnokl – Read Unit5 pages 41 – 50

Bourgeois, D. (n.d.). Information Systems for Business and Beyond. Retrieved from
http://www.saylor.org/site/textbooks/Information%20Systems%20for%20Business%20and
%20Beyond.pdf – for information on Data and Databases read chapter 4 –pages 39 - 45

 
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Session 4.1

File and Data Management

Introduction

This session examines various file management techniques (using a computer with a Microsoft
Windows Explorer Utility software). We will examine different file types and briefly look at a
higher level of data/information storage and retrieval, via the utilization of databases.

Learning Objectives

On completion of this session, you will be able to:

1. Describe the operation of a computer file management system.

2. Show diagrammatically, basic file and data management structures.
3. Carry out basic file and data management operations.
4. Explain how databases are used for information purposes.

 
MGMT1000  Introduction  to  Computers  Unit  4  Version  1   Page  3  
The Types of Files that Computers Create or Use
Typical operating systems (which we talked about in the previous unit) are built and function on
a file system. This means that for operating system instructions to be processed they need to be
stored and organized in a neat way so that they don’t slow the computer down when it wants to
get them. This means that OS instructions are stored in a similar way to the to the files you store
on your various portable storage devices, just like you neatly store files in a cabinet.

However, the file storage area for an OS is specifically made only for the operating system.

You should recall that a type of utility program, called a file manager (e.g. Windows Explorer),
can be utilized to assist the user to easily store, move, edit, copy and discard (delete) data and
information files.

In this session you will have the opportunity to carryout various functions relating to files and
data that are specific to users. For the moment, let’s take a look at some of the files that you may
use in this course and/or in your daily use of computers.

 
MGMT1000  Introduction  to  Computers  Unit  4  Version  1   Page  4  
 Learning Activity 4.1 File Types and Extensions

Task A

Instructions: After reviewing the resources listed below, in a discussion forum, state
briefly what you understand a file extension to be and what its purpose is. Go to any set
of files stored on your computer and identify three file extensions that you see and
which software applications may have created them. Share this with your peers.

Task B

Instructions: Provide at least three more modern file extensions that you did not list
above and the associated computer application software that created them. For example,
today Microsoft Word’s file extension is .docx. It was formerly .doc. Use the links
below as well as your own research to assist you.

The links below provide you with information that highlights some popular file types:
• statelibrarync (2012). Part 2: How to Change a File Name [Video file].
Retrieved from https://www.youtube.com/watch?v=8ogTKWpq6is
• Christensen, C. (2012). File Types and Extensions [Video file]. Retrieved from
https://www.youtube.com/watch?v=RPh3y2JJp_A
• List of Common MIME Types and Their Corresponding File Extensions.
Retrieved from http://hul.harvard.edu/ois/systems/wax/wax-public-
help/mimetypes.htm
• Murphy, M. (2012). File Organization and Paths [Video file]. Retrieved from
https://www.youtube.com/watch?v=dpDRg--OuFA – N.B. you only need to
view this video for a detailed explanation of how files are organized in your
computer system.

 
MGMT1000  Introduction  to  Computers  Unit  4  Version  1   Page  5  
File Management
Have you ever wanted to locate a file and couldn’t? Maybe you couldn’t recall the location
where you saved it or you couldn’t remember the name of the file. Now that we have learnt
more about the types of files that a computer can use or create through its software application
programs, let us seek to understand how they are organized for better retrieval by placing them
into electronic folders. In particular, let us explore how we can manipulate folders and the files
that are in them.

The links below present comprehensive information on file management that will assist in
addressing this topic so that you can be organized when handling your files:

• Cphpubliclibrary (2012). Using Windows 7 0 Part II File Management [Video file time:
17:00 to 27:00]. Retrieved from https://www.youtube.com/watch?v=yygByLnaMDQ
• How to Filter, Group & Search Files & Folders in Windows/File Explorer. Retrieved
from http://www.7tutorials.com/transform-windows-explorer-filtering-options
Quiet interesting, would you agree? See the links below for more fantastic information.

Useful Links/Resources

Identify one of the videos below which is able to outline a task that you did not know how
to perform before and briefly state in your online journal what you have learnt.

Managing your files and folders

• Song, M. (2012). Organize Your Files, Folders, Email and Documents [Video file].
Retrieved from https://www.youtube.com/watch?v=ZDU0-p1cILU
• Windows XP Tips (2008). How to Organize Computer Files [Video file]. Retrieved
from https://www.youtube.com/watch?v=bTJFNmrtW9g
• statelibrarync (2012). Part 1: Why is File Naming Important? [Video file]. Retrieved
from https://www.youtube.com/watch?v=Hi_A4Ywn4VU
• statelibrarync (2012). Part 2: How to Change a File Name [Video file]. Retrieved
from http://www.quietyoutube.com/watch?v=8ogTKWpq6is
• statelibrarync (2012). Part 3: What Not to Do When Naming Files [Video file].
Retrieved from http://www.quietyoutube.com/watch?v=959hYLK40gE
• statelibrarync (2012). Part 4: Best Practices for File Naming [Video file]. Retrieved
from http://www.quietyoutube.com/watch?v=VWaIe2u8zRU

 
MGMT1000  Introduction  to  Computers  Unit  4  Version  1   Page  6  
 Learning Activity 4.2 Data and File Management Operations

Instructions: Let’s get some practice now as this activity is based on the
information provided in the above links and what we have done so far. This
activity assumes that you will be using a Microsoft Windows Operating System on
your computer.

1. First create the following tree structure on your flash drive, or memory stick
(your removable disk or memory device):

2. Go to your Start button, Programs menu, Accessories menu, and then the Paint
programme to create the four bitmap image files and save those files as Assign1
Graphic, Assign2 Graphic, Assign3 Graphic and Assign4 Graphic, with a
Monochrome Bitmap file format. Use WordPad or Notepad to create and save
the four text files with names Assign1, Assign2, Assign3 and Assign4. You do
not need to type anything in the file. Save these files in the root folder (i.e. the
Distance folder) saved on your memory stick. Also make sure your files are
arranged by type in Explorer.
3. Copy all saved bitmap files from the root folder to the Graphics folder. To do
this:
a. Click on the first file Assign1 Graphic, hold the SHIFT key down and click
or select the Assign4 Graphic to select all of the graphic files.
b. From the menu bar Select Edit then Copy command, or hold down the
CTRL keyboard key and tap the C key. Click on the Graphics folder in the
directory structure (left panel). Select Edit Paste, or CTRL V to paste the
files. A dialog box will show you the files as they are copied.
4. Move the text files to the folder Assignments.
a. Click on the first file Assign1, hold the SHIFT key down and click or select
the Assign5 text file to select all of the text files.
b. From the menu bar select Edit then Cut command, or hold down the
CTRL key and tap the C key. Click on the Assignments folder in the
directory structure (left panel). Select Edit then Paste command, or CTRL
key and then V to copy the files. A dialog box will show you the files as
they are copied.

 
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 Learning Activity 4.2 Data and File Management Operations, Cont’d

5. Delete the remaining files from the root. Select all files in the root and tap the
DELETE (DEL) keyboard key. Select YES when the Confirm Multiple File
Delete dialog box appears.

6. Rename files: Click on the System Software folder in the Tree. Select File
Rename from the menu, and type in the new file name: Operating Systems.
Press ENTER.

7. Click on the Application Software folder and press DELETE. What happens?
Since you do not actually want to delete this folder, what should you do?

 
MGMT1000  Introduction  to  Computers  Unit  4  Version  1   Page  8  
Databases
What we have encountered before related to data at the file level; i.e. our own personal files
stored on the computer or on portable storage devices. However, data can be stored in large
sums and can become quite useful for enhanced information processing and ultimately decision
making. For example, let’s say you wanted to start a business but needed to keep an inventory of
your stock and how much is in stock for each time, then all the information about each product
or item that you want to sell can be stored in a database for easy retrieval. The following links
explain what a database is, and its uses, among other things:

• QuerySmith Videos (2010). What is a database? [Video file]. Retrieved from

https://www.youtube.com/watch?v=Y-bvjtYgRVU

• Courtney, J. F., Paradice, D. B., Brewer, K. L., & Graham, J. C. (2010). Chapter 1:
Introduction to Database Systems. Retrieved from
https://textbookequity.org/oct/Textbooks/Courtney_DatabaseSystemsforManagement.pdf

Read on with the additional links below. You will find a different perspective of databases and
their use. What do you think of such?

Useful Links/Resources

More on databases

• Yavapai College Library (2011). What Are Databases and Why You
Need Them [Video file]. Retrieved from
https://www.youtube.com/watch?v=Q2GMtIuaNzU

• handsonerp (2013). What Are Databases and Why Do We Need Them?

[Video file]. Retrieved from
https://www.youtube.com/watch?v=djEZeF4KTaM

 
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 Learning Activity 4.3 Databases Everywhere

Instructions: There many uses for databases, for businesses and education for example.
Given what you have learned on this topic come up with four (4) useful ways that you could
utilize a database in your own work-based or personal context after reading the following
passage of text:

Reading

• Bourgeois, D. (n.d.). Information Systems for Business and Beyond. Retrieved

from
http://www.saylor.org/site/textbooks/Information%20Systems%20for%20Busin
ess%20and%20Beyond.pdf – for information on Data and Databases read
chapter 4 – pages 39 - 45

After reading the above passage, create two database tables which contain related
information, similar to the example in the reading, and which illustrate one of the uses you
identified above. Each table should contain at least 2 – 4 fields, 4 records and a key /unique
identifier for the items contained in them. To help you, consider creating a table for each
entity, person or thing that must be tracked as each should get its own table because each
will have characteristics that will be placed as fields. So if, for example you want an
inventory of persons who attend your Christmas banquet each year and the dishes they
bring, you can have a table of the persons and a table of the dishes they bring. In this way,
you can track the details of each person in one table, and track the details of each dish, and
be able to link the persons to the dishes they make.

When you are finished, share your two tables with your peers in a discussion forum and
comment on the accuracy of the design to help your colleagues improve on their design.

 
MGMT1000  Introduction  to  Computers  Unit  4  Version  1   Page  10  
Session 4.1 Summary
 
The following presents a summary of the major systems software concepts examined in this unit:

• A file manager is a tool for organizing files on storage media (internal and external).

• Files are a collection of information, data, or program files.

• Folders are used to organize files.

• The root folder is the main or general folder found on all storage media.

• Once you create folders within the root folder, then these folders are called subfolders.

• You need to be careful when deleting or removing folders, since you may remove a folder
with important files still within it.

• Databases are used to assist in quick searches and easy updating of data. It is also used in
aiding decision making by providing information from large sums of data.

 
MGMT1000  Introduction  to  Computers  Unit  4  Version  1   Page  11  
  
UNIT SUMMARY  

It is important that we are able to manage the data we use and store. Careful management of
data, whether it is in individual file formats or in a more sophisticated database, ensures that we
specify user-friendly names for files and folders; and organize the data/files in an efficient
manner. This will assist in ensuring that we maintain the integrity of the data (by preventing data
loss) and allow for easy and quick retrieval of all the data that we can create and store in a
lifetime. This unit examined the various file types and demonstrated best practices for data/file
management. It also looked the usefulness of databases.

 
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References

Bourgeois, D. (n.d.). Information Systems for Business and Beyond. Retrieved from
http://www.saylor.org/site/textbooks/Information%20Systems%20for%20Business%20a
nd%20Beyond.pdf
Christensen, C. (2012). File Types and Extensions [Video file]. Retrieved from
http://www.quietyoutube.com/watch?v=RPh3y2JJp_A
Courtney, J. F., Paradice, D. B., Brewer, K. L., & Graham, J. C. (2010). Chapter 1: Introduction
to Database Systems. Retrieved from
https://textbookequity.org/oct/Textbooks/Courtney_DatabaseSystemsforManagement.pd
f
handsonerp (2013). What Are Databases and Why Do We Need Them? [Video file]. Retrieved
from http://www.quietyoutube.com/watch?v=djEZeF4KTaM

List of Common MIME Types and Their Corresponding File Extensions. Retrieved from
http://hul.harvard.edu/ois/systems/wax/wax-public-help/mimetypes.htm
Murphy, M. (2012). File Organization and Paths [Video file]. Retrieved from
http://www.quietyoutube.com/watch?v=dpDRg--OuFA
National Open University of Nigeria. (2010). CIT101 Introduction To Computers [Courseware].
Retrieved from http://www.nou.edu.ng/uploads/NOUN_OCL/pdf/SST/CIT104-
INTRODUCTION%20TO%20COMPUTERS.pdf

National Open University of Nigeria. (2010). CIT102 Software Application Skills [Courseware].
Retrieved from  http://tinyurl.com/ozfnokl

QuerySmith Videos (2010). What is a database? [Video file]. Retrieved from

http://www.quietyoutube.com/watch?v=Y-bvjtYgRVU

Song, M. (2012). Organize Your Files, Folders, Email and Documents [Video file]. Retrieved
from http://www.quietyoutube.com/watch?v=ZDU0-p1cILU
statelibrarync (2012). Part 1: Why is File Naming Important? [Video file]. Retrieved from
http://www.quietyoutube.com/watch?v=Hi_A4Ywn4VU
statelibrarync (2012). Part 2: How to Change a File Name [Video file]. Retrieved from
http://www.quietyoutube.com/watch?v=8ogTKWpq6is
statelibrarync (2012). Part 3: What Not to Do When Naming Files [Video file]. Retrieved from
http://www.quietyoutube.com/watch?v=959hYLK40gE

 
MGMT1000  Introduction  to  Computers  Unit  4  Version  1   Page  13  
statelibrarync (2012). Part 4: Best Practices for File Naming [Video file]. Retrieved from
http://www.quietyoutube.com/watch?v=VWaIe2u8zRU
Windows XP Tips (2008). How to Organize Computer Files [Video file]. Retrieved from
http://www.quietyoutube.com/watch?v=bTJFNmrtW9g
Yavapai College Library (2011). What Are Databases and Why You Need Them [Video file].
Retrieved from http://www.quietyoutube.com/watch?v=Q2GMtIuaNzU

 
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