File Management Flashcards
1
Q
Good file management
A
- File Names: Files should be named appropriately so they can easily be found by any staff member who requires them
- File Locations: Files should be saved into the correct named folders so they can be easily found and backed up often
- Version control: Staff need to clearly state the version of the file if they have many copies of the one file save (first draft, second draft…). This ensures the most up-to-date file is used or sent out to staff/customers
- Restricted Access: Only those authorised to access the files should access them. Access can be restricted by password etc.
- Housekeeping: This includes guidelines on when to delete/archive file or where to archive files. this will maximise speed of servers as they wont be as cluttered with old files/will free up space on the servers
- Backup procedure: Back-up copies should be made regularly, and staff should be aware of this procedure. Some servers may back-up files automatically
2
Q
Benefits of good file management
A
- Files won’t get lost
- Files are not put in the wrong place
- Files can be found quickly therefore time isnt wasted which will improve productivity
- Less stress looking for files
- Computer systems will be faster
- Allows data to be shared by the various users within an organisation
3
Q
Consequences of poor file management
A
- Time will be wasted looking for files, which can lead to stress for staff
- Staff may not even be able to find files which causes frustration and annoyance
- Relationships with customers could deteriorate as they may complain if information cannot be found
- Computer systems could slow down as the server is holding too many files
- Confusion cause by wrong file names
4
Q
Ways to improve file management
A
- Train all staff so they are using a consistent filing system
- Install anti-virus software and ensure they are updated
- Ensure files have appropriate file names
- Passwords to protect folders and files
- Remind employees not to use email for personal use
- Do not open attachments unless you know where they have come from
