file management Flashcards

1
Q

file locations

A

information should be given on where files should be stored, eg on the server, in which location and whether an external storage device is required

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2
Q

file names

A

files should be stored in named folders with appropriate file names that will make it easy to find files

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3
Q

routine maintenance

A

information should be provided to all staff about deleting unnecessary files as storage may need to be freed up on the server

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4
Q

back up procedures

A

back up copies should be made on a regular basis and staff should know the procedure for this. Some severs may automatically back up data on a regular basis

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5
Q

version control

A

organisations should have a policy on how to name new versions of an original document eg V1, V2 to ensure employees are working on the correct versions.

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6
Q

restricted access

A

procedure should be in place to ensure only those who are entitled to can access particular documents.

eg passwords, firewalls, company policies.

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7
Q

benefits of good file management

A
  • allows data to be shared by the various users within an organisation
  • allows data to be retrieved easily and used by a variety of users
  • protects data to ensure accuracy and reliability
  • enables information/files to be found quickly, reduces stress for staff
  • reduces the risk of losing important information, time and money are not wasted recovering information, maintains customers trust in the organisation
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8
Q

consequences of poor file management

A
  • time will be wasted looking for files, which can lead to stress for staff
  • computer system could slow down if the server is holding too many files
  • wrong management decisions could be made if out of date information is used
  • there could be legal implications regarding data handling
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9
Q

how can an organisation ensure confidentiality and security of information

A
  • password protect files - ensure that passwords are changed regularly
  • make regular back-up copies
  • have an archive system
  • install anti-virus software – regularly update anti-virus software
  • firewalls – software that will reduce the risk of the organisation’s system being hacked
  • email encryption
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