file management

Question 1

file locations

Answer 1

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

Question 2

file names

Answer 2

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

Question 3

routine maintenance

Answer 3

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

Question 4

back up procedures

Answer 4

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

Question 5

version control

Answer 5

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.

Question 6

restricted access

Answer 6

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

eg passwords, firewalls, company policies.

Question 7

benefits of good file management

Answer 7

• 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

Question 8

consequences of poor file management

Answer 8

• 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• wrong management decisions could be made if out of date information is used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

Question 9

how can an organisation ensure confidentiality and security of information

Answer 9

• 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