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File Management Presentation

The document provides an overview of file management, emphasizing the importance of systematically safeguarding documents for easy retrieval and protection. It discusses two main types of filing systems: manual and electronic, along with their respective advantages and disadvantages. Additionally, it outlines the structure of electronic filing systems, including the creation and management of folders and files.

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Travis Ramlall
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15 views10 pages

File Management Presentation

The document provides an overview of file management, emphasizing the importance of systematically safeguarding documents for easy retrieval and protection. It discusses two main types of filing systems: manual and electronic, along with their respective advantages and disadvantages. Additionally, it outlines the structure of electronic filing systems, including the creation and management of folders and files.

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

Group Members:
Travis Ramlall
Dexford Johnny
Josiah Lyttle
Sittinurhalisa Tanri
Ashley Warisali
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 hierarchically.
Manual Filing Systems: Pros & Cons

Advantages:
• Standardized procedures Disadvantages:
• Expensive filing equipment.
through centralization.
• Easy access to • Slow access due to
departmental records. indexing.
• Secure storage with • Risk of loss, misplacement,
locked cabinets. or damage.
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:
• High initial cost for equipment
and software.
• Power outages can cause data
loss.
• Risk of hacking and
unauthorized data access.
Structure of an Electronic Filing System

 A file contains  Files are  Folders can


data (text, grouped into contain
images, folders/directori subfolders for
programs, es, which act as better
etc.). containers. organization.

 File name includes the


name of the
 The 'path'
documents and the
specifies the file extension,
exact location indicating the file
of the file. type(e.g. docx, pdf)
Directory vs. Subfolder

Directory: Subfolder:
 A container used to  A folder located within
organize and store another folder.
files.  Helps with further file
 Can also be referred to
organization.
as a 'folder.'
Creating Folders & Subfolders

1. Creating Folders: 2. Creating Subfolders:


• Right-click in an open • Open an existing
space and select 'New folder, right-click, and
> Folder.' select 'New > Folder.'
• Name the folder and • Name the subfolder
press Enter. and press Enter.
Opening:

- Double-click the file or folder.

Managing - Right-click and select 'Open.'

Files &
Folders Moving:

- Right-click > Cut > Paste in the new


location.

- Drag and drop to move files.


Copying:

- Right-click > Copy > Paste in the


destination.

Managing - Hold 'Ctrl' while dragging to create a


copy.
Files &
Folders Deleting:

- Right-click > Delete or press the


Delete key.

- Drag the file to the Recycle Bin.

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