‘cloud’ drives Managing information A recognised system is needed that is understood and used by all in the organisation. Advantages of storing information electronically are space saving speed of access/retrieval may be used by many people at the same time ease of updating. Naming of the folders and files Use a recognisable name to ensure easy retrieval. Group related items in folders. Use the Windows search option if you are unable to find a file. Organisations may have controlled documents where the document file name is on the document (usually in the footer). Eg: C:\Documents\Smartscreen\Handout22.doc\Version1 Preventing loss and data security To find files quickly: name them appropriately store them correctly in folders (directories) according to content. Precautions against unexpected data loss: autosave backing-up write-protect by changing the File Properties. Individual files can be password protected to prevent opening modifying the file. Corruption Sudden power loss while files are on screen. Viruses. Protect computers with anti-virus software which, once purchased, must be updated regularly. Archiving When files are no longer in regular use they should be archived.
‘cloud’ drives Managing information A recognised system is needed that is understood and used by all in the organisation. Advantages of storing information electronically are space saving speed of access/retrieval may be used by many people at the same time ease of updating. Naming of the folders and files Use a recognisable name to ensure easy retrieval. Group related items in folders. Use the Windows search option if you are unable to find a file. Organisations may have controlled documents where the document file name is on the document (usually in the footer). Eg: C:\Documents\Smartscreen\Handout22.doc\Version1 Preventing loss and data security To find files quickly: name them appropriately store them correctly in folders (directories) according to content. Precautions against unexpected data loss: autosave backing-up write-protect by changing the File Properties. Individual files can be password protected to prevent opening modifying the file. Corruption Sudden power loss while files are on screen. Viruses. Protect computers with anti-virus software which, once purchased, must be updated regularly. Archiving When files are no longer in regular use they should be archived.
Principles-of-business-doc-and-info-management.docx