Computer File Management
One of the most important aspects of
our job is information maintenance.
Objectives
• Understand importance of file management
• Be familiar with commands, tools, and
resources
• Apply file management techniques
• Serve as resource to your local academic
senate
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What is file management?
The development and maintenance of
an organized and meaningful file
system.
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Why manage files?
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Locate files quickly
Keep related documents together
Move groups of data easily
Facilitate file sharing
Backup important data quickly
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File Organization
• Windows stores files in a flexible hierarchy
with three basic levels
Level
Definition
Examples
Drive
Physical place to store files
 Floppy disk
 Hard drive
Folder
Electronic place to store files
 Folder for files of an
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Documents
File
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Collection of computer data with
a common purpose
application program
Folder for all letters
related to a project
 A letter
 A picture
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Storage Media
Hard drive
External hard drive
USB flash
CD/CDRW
DVD/DVD-RW
Vista
folder
Working with Folders
XP folder
• Folders are electronic locations to store
groups of related files
• Create new folders at any time whenever
you need them
• Windows XP automatically creates a My
Documents folder
• Windows Vista automatically creates a
Documents folder
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Naming Files and Folders
• Use meaningful, easily recognizable file and
folder names
– 2008-budget-proposal.xlsx
– Brown Act.docx
– ABC-conf-May08.pptx
• Special considerations
– Dates
– Underscores
– Spaces
• Be consistent
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Renaming Files and Folders
• Rename a file or folder after you have created it
A right-click on any filename displays
the Rename command
You can also rename a file by clicking the name once, waiting
about one second, and clicking again to select the name. You
can then type a new name.
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Organizing Files and Folders
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Group files and folders
Name each group
Create and delete folders
Move files and folders
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Ways to Group Files and Folders
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Project or Subject
Person or Department
Year
File type
Meetings
08-09 Budget
Joint Hiring
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Selecting Files
• Use (Ctrl) and (Shift) to move and copy
multiple files
Use (Shift) to select
adjacent files
Use (Ctrl) to select
non-adjacent files
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Moving and Copying Files
(Win XP)
• Copy and Paste method to copy files
• Cut and Paste method to move files
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Moving and Copying Files
(Win Vista)
• Copy and Paste method to copy files
• Cut and Paste method to move files
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Maintaining Structure
• Re-identify
– Find and move floating files
– Rename files and folders
• Re-organize
– Re-group files and folders
– Sub-divide folders
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Backing up
Creating a duplicate of your files and folders
on another storage device to protect data
from accidental loss.
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Backup Tips
• Back-up regularly and frequently
• Back-up data, not applications
• Save data files and folders in My Documents
(Windows XP) or Documents (Vista)
– Then you just have to backup that one folder
• Test back-ups by restoring
– Test to make sure you backups are working
– Also insures you know how to do a restore and
won’t fumble when under pressure
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More Backup Tips
• Automate back-ups if possible
– So you don’t have to remember
• Keep several iterations of back-ups
– Don’t put all your eggs in one basket
• Label and date back-ups
– File management!
• Store back-ups off-site
– Never store backups with original files
in case of fire, flood, etc.
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Summary
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Importance of file management
Practical tips
Storage options
Maintenance
Data back-up
Questions?
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