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ELECTRONIC FILE MANAGEMENT

Dr. JAWDAT TASHAN, PhD, PEng

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Electronic File Management

Keeping track of your electronic documents can be quite a chorein today's "wired" world.

You can store your documents locally on desktops, laptops ormobile devices. Businesses are using the cloud for basicbusiness applications and file storage.

Further complicating the storage issue is the need for manybusinesses to share documents between employees - within anoffice this is typically accomplished by using a file server ornetwork attached storage device (NAS).

Organization is the Key

Wherever the documents are stored it is important to keepthem organized and up-to-date. The goal of electronic filemanagement is to ensure that you can find what you're lookingfor, even if you're looking for it years after its creation.

File Management Tips

Use the default installation folders for program files.Use the default file locations when installing application programs.Under Windows, by convention application program files reside under the (Drive Letter:)->Program Files directory. Installing applications elsewhere is confusing and unnecessary.


One place for all documents.Place all documents under a single "root" folder. For a single user in a Windows environment the default location is the My Documents folder.In a file sharing environment try to do the same - created a single root folder (called "Shared Documents" for example) and store all documents in sub folders inside the root folder. Having a single location for all documents makes it easier to find things and to run backups and archives.


Create folders in a logical hierarchy.These are the drawers of your computer’s filing cabinet, so to speak. Use plain language to name your folders; you don’t want to be looking at this list of folders in the future and wondering what “TFK” or whatever other interesting abbreviation you invented means.


Nest folders within folders.Create other folders within these main folders as need arises.For instance, a folder called “Invoices” might contain folders called “2013”, “2012” and “2011”. A folder named for a client might include the folders "customerdata" and "correspondence". The goal is to have every file in a folder rather than having a bunch of orphan files listed.Do not, however, create complex, deeply-layered folder structures - where possible use descriptive file names instead.


Follow the file naming conventions.Some operating systems (such as Unix) do not allow spaces in file or folder names, so avoid this if your computing environment is mixed - instead use the underscores as a delimiter (e.g. Doe_John_Proposal.doc.) Other characters such as / ? < > \ : * | " ^ are also prohibited in file or folder names under Windows.Use descriptive file names for easy identification and retrieval but don't go overboard - file/path names have length limits which vary between operating systems. Under Windows the maximum full path length for a file (e.g. the drive letter + folder names + file name) is 260 characters. Use common abbreviations wherever possible


Be specific.Give files logical, specific names and include dates in file names if possible. The goal when naming files is to be able to tell what the file is about without having to open it and look. So if the document is a letter to a customer reminding him that payment is overdue, call it something like "overdue_20210115"; rather than something like “letter”. How will you know who the letter is to without opening it?If you are sharing files via email or portable devices you may want to have the file name include more specific information, since the folder information will not be included with the shared file.


Be specific.For example if your document resides in My Documents\Invoices\2014\Customers\Doe_John_20140416.doc and the file is shared or emailed all the recipient will see is the Doe_John_20140416.doc and may not be able to tell that the file is a customer invoice without opening it.


File as you go.The best time to file a document is when you first create it. So get in the habit of using the "Save As" dialogue box to file your document as well as name it, putting it in the right place in the first place.


Order your files for your convenience.If there are folders or files that you use a lot, force them to the top of the file list by renaming them with a ! or an AA at the beginning of the file name.


Cull your files regularly.Sometimes what's old is obvious as in the example of the folder named "Invoices" above. If it's not, keep your folders uncluttered by clearing out the old files.Do not delete business related files unless you are absolutely certain that you will never need the file again. Instead, in your main collection of folders under your root folder, create a folder called "Old" or "Inactive" and move old files into it when you come across them.


Back up your files regularly.Whether you're copying your files onto another drive or onto tape, it's important to set up and follow a regular back up regimen.

Example 1

Create the following word file at the desktop

JT-MCT-BPR-L1 (or HW1/T1/FE)

Electronic File Management

How to Create Folder

Filename Extensions

Extension Type of Document Application

.doc or .docx Word processing document Microsoft Word

.xls or .xlsx Workbook Microsoft Excel

.ppt or .pptx PowerPoint presentation Microsoft PowerPoint

.accdb Database Microsoft Access

.gif, .jpg, .png Images Windows Image Viewer

.mp4, .mp3 Videos, audio Windows Media

.zip Compressed file WinZip

.pdf Portable Document Format Adobe Acrobat

.htm or .html Web page Hypertext Markup Language

Hierarchical Structure of Directories

DrivesFolders

and more Folders …Files

Example 2

Great Folders and more Folders with your name and create Files as shown

Filing methods

NUMERICAL

ALPHABETIC

FUNCTIONAL

GEOGRAPHIC

FORM

CHRONOLOGIC

Save and Save As Commands

• Use the Save command whenever you want to save a file that you created or modified.

– The program will either create a new file or replace the file stored on a disk.

• The first time a file is saved, the program defaults to the Save As dialog box because the drive, path, and filename must be designated.

• After the initial save, the Save As command is used whenever you want to change the drive, path, and/or filename. It is also used to create backup files.

Transferring Folders and Files-Example 1

• There are two basic ways to transfer your files and folders.

Method 1

To copy or move

the files and

folders, right-

drag them to the

new location.

Method 2

To move the files

and folders within

the same drive, left-

drag them to the

new location.

When left-dragging

between drives, a

copy is created.

Files, Folders, and Paths

• A file is a named unit for digital data.

• Files are organized in directories or folders.

• Folders may have subfolders, or folders within folders.

• Files and folders reside on a storage device called a drive.

• The computer follows a path to find a file.

Files Backup

Files Backup

Backup your organized files. Use Windows Backup to regularly copy them to an external hard drive or to a cloud server. If your computer hard drive fails, you can use your backup to restore the files to a new hard drive.

•Click Start.•In the search box, type Backup.•Click Backup and Restore.•Click Set up backup and follow the steps in the wizard.