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Effective Electronic File Management: Storage Solutions and Backup Techniques

This session delves into the essentials of electronic file management, covering the basics of computers, file types, storage options, and backup strategies. Discover various storage media, including magnetic, solid-state, and optical drives, along with their characteristics and limitations. Learn about file management techniques like naming conventions, folder structures, and efficient file finding methods. Understand the significance of backing up files and explore various backup mediums to ensure data safety and accessibility.

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Effective Electronic File Management: Storage Solutions and Backup Techniques

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Presentation Transcript

  1. Electronic File Management: Storage & Back Up of Files

  2. Session Outline • Computer basics • File Basics • File Management • Back-up

  3. Computer Basics • System properties • Memory vs. storage • Desktop and hard drive

  4. Storage: Magnetic, Solid State, Optical • Magnetic, solid state, & optical • Affected by electromagnetism • Solid state - usb thumb drive, jump drive, memory stick, etc • Small – easily lost • Optical – CD/DVD • Read/write cycles limited

  5. File Basics • File extensions • Used to associate file with application • e.g - .doc used by Microsoft Word • Location on storage device • Different than file structure visible to user • Deleting file removes pointer to file • File type will affect file size • Text files are small, video files are large

  6. Kilo Mega Giga Terra • Bit • Fundamental unit of computer file size • Byte • 8 bits = 1 byte • Kilobyte (KB) = 1000 bytes • e.g. this PowerPoint file 65KB • Megabyte (MB) = 1000 Kilbytes • e.g. 1 minute video (220 x 176 pixels) 8MB • Gigibyte (GB) = 1000 Megabytes • Video from DVD 6GB • Terabyte (TB) = 1000 Gigabytes • PetabyteExabytZattabyteYottabyte

  7. File Management • Decide on one place • e.g. My Documents or Documents • Create a file structure • Folders within folders • Decide on a naming convention • Be as descriptive as possible • Include version/date information • ‘Illegal’ characters • * < > “ / \ : ? | (Windows) • : (Mac)

  8. File Management • Copy/move • Re-order files if desired • Add ‘a’ or ‘!’ to beginning of file name to force to top • Clean up desktop and Clean out unnecessary files regularly • Back-up files!!!!!

  9. Finding Files • Windows • Search • Mac • Spotlight

  10. Back-up • Important files should be backed-up in more than 1 place and in more than 1 medium • Other computers, usb memory sticks, CD/DVD, network storage • Tape back-up, external hard drive back-up • Time Machine • Network back-up • Picasa, P:drive, NetStorage (mymacewan)

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