Post on 29-Mar-2015
Information must be:
Kept Tidy
Kept Safe
Stored in an accessible place
Able to be found easily and quickly when needed
In a manual, paper based form (hard copy)
In an electronic form (soft copy)
OR
Quick and simple to use
Does not take up too much space
Able to meet future needs
Located in a convenient place
Documents should be safe and tidy
Generally available as 3.5” hard cased disk
Storage space 1.4/2Mb
Disc must be formatted before use
Can be stored in folders like a filing cabinet
Floppy Disks
Storage medium provided with the computer
Storage capacity of hard disk drives is quoted in Gb (Gigabytes)
Newer type of storage device - saves 100Mb or 200Mb
Can save up to 140 times more data than a floppy
Useful for backing up and storing large files - especially internet downloads
Stores up to 650Mb of data
Most programs are now supplied on CD-Rom
Using a CD writer it is possible to store information on CD-Rom
More computers are now fitted with DVD drives
Stores up to 17Gb of Data (26 CD’s)
Now possible to make your own DVD’s
Can have 2, 3 or 4 drawers
Most cabinets have a series of pockets suspended on runners at the edge of the drawer
Files can be arranged side-by-side
Files are suspended on horizontal rows
Less space needed than vertical filing cabinets - no drawers
Trays can be stacked one on top of the other
Trays can be labelled eg IN, OUT and Pending
Allows papers to be stored neatly during the day
Useful for storing papers which are referred to often
Can be used with dividers to section off parts of the folder
Used to store a variety of information - similar to diary
Available in different sizes
Possible to buy skeleton pages
Database
Word Processing
Spreadsheet
Desk Top Publishing
Presentation
Using an Application Package
Scanning Information
Downloading from the Internet
A database is an electronic filing system
A file/table holds all the information needed on a particular topic
A record is a collection of information about one thing eg Employee
A field is a piece of information within a record
It can create the fields to hold the information
You can enter as much information as you need
You can Add, Delete and Alter the field type easily
You can search for what you need - can attempt multiple searches
You can sort the information numerically or alphabetically both descending and ascending
You can merge from the database into other documents
It is a grid with a series of numbered rows and lettered columns
It allows you to perform calculations
Information can be changed/updated and figures recalculated
Text and Graphics can be scanned
Mail received can be scanned then originals destroyed
Saves space - no need for filing cabinets
Saved as WP documents
Use an appropriate file name
Save files in named folders
Label disks clearly and store in lockable boxes
Make regular back-ups
Access information quickly
Edit information easily
If information is on a server more than one person can use it at one time
Storage space less
Can access information from anywhere
Equipment failure stops access to information
Power failure can cause loss of information
Fire can cause the loss of all data
Human error could overwrite files
Viruses could be a big problem
Easy to loose data if staff are not trained properly