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File Management Presentation

File management involves the systematic safekeeping of documents, which can be stored in various formats such as paper or digital. There are two main types of filing systems: manual and electronic, each with its own advantages and disadvantages. Effective file management enhances efficiency, security, and accessibility of documents.

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Travis Ramlall
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12 views10 pages

File Management Presentation

File management involves the systematic safekeeping of documents, which can be stored in various formats such as paper or digital. There are two main types of filing systems: manual and electronic, each with its own advantages and disadvantages. Effective file management enhances efficiency, security, and accessibility of documents.

Uploaded by

Travis Ramlall
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPTX, PDF, TXT or read online on Scribd
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File Management

Understanding Filing Systems & File


Operations
Introduction to File Management
• - File management is the safekeeping of
documents systematically.
• - Files can be stored on paper, hard drives,
CDs, or online.
• - Ensures easy retrieval and protection of
documents.
Types of Filing Systems
• 1. Manual Filing Systems:
• - Paper-based, stored in folders and filing
cabinets.
• - Can be centralized or decentralized.

• 2. Electronic Filing Systems:


• - Digital files stored on computers or
networks.
• - Files are categorized and arranged
Manual Filing Systems: Pros & Cons
• Advantages:
• - Standardized procedures through
centralization.
• - Easy access to departmental records.
• - Secure storage with locked cabinets.

• Disadvantages:
• - Expensive filing equipment.
• - Slow access due to indexing.
Electronic Filing Systems: Pros &
Cons
• Advantages:
• - Password protection for security.
• - Organized hierarchical structure.
• - Files can be shared and accessed
simultaneously.
• - Saves space, data can be stored on
removable devices.

• Disadvantages:
Structure of an Electronic Filing
System
• - A file contains data (text, images, programs,
etc.).
• - Files are grouped into folders, which act as
containers.
• - Folders can contain subfolders for better
organization.
• - The 'path' specifies the exact location of the
file.
• - File names include extensions
(e.g., .docx, .pdf, .jpg).
Directory vs. Subfolder
• Directory:
• - A container used to organize and store files.
• - Can also be referred to as a 'folder.'

• Subfolder:
• - A folder located within another folder.
• - Helps with further file organization.
Creating Folders & Subfolders
• 1. Creating Folders:
• - Right-click in an open space and select 'New
> Folder.'
• - Name the folder and press Enter.

• 2. Creating Subfolders:
• - Open an existing folder, right-click, and select
'New > Folder.'
• - Name the subfolder and press Enter.
Managing Files & Folders
• Opening:
• - Double-click the file or folder.
• - Right-click and select 'Open.'

• Moving:
• - Right-click > Cut > Paste in the new location.
• - Drag and drop to move files.

• Copying:
Conclusion
• - File management ensures systematic
organization and security.
• - Manual and electronic filing systems have
unique benefits.
• - Proper organization enhances efficiency and
easy retrieval.
• - Following best practices improves document
safety and accessibility.

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