file management Flashcards
file locations
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
file names
files should be stored in named folders with appropriate file names that will make it easy to find files
routine maintenance
information should be provided to all staff about deleting unnecessary files as storage may need to be freed up on the server
back up procedures
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
version control
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.
restricted access
procedure should be in place to ensure only those who are entitled to can access particular documents.
eg passwords, firewalls, company policies.
benefits of good file management
- 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
consequences of poor file management
- 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- wrong management decisions could be made if out of date information is used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
how can an organisation ensure confidentiality and security of information
- 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