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STORAGE AND RETRIEVAL OF INFORMATION

STORAGE AND RETRIEVAL OF INFORMATION. Why Do We File. Information must be: Kept Tidy Kept Safe Stored in an accessible place Able to be found easily and quickly when needed. Information can be stored. In a manual, paper based form (hard copy) Or In an electronic form (soft copy).

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STORAGE AND RETRIEVAL OF INFORMATION

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  1. STORAGE AND RETRIEVAL OF INFORMATION

  2. Why Do We File • Information must be: • Kept Tidy • Kept Safe • Stored in an accessible place • Able to be found easily and quickly when needed

  3. Information can be stored • In a manual, paper based form (hard copy) Or • In an electronic form (soft copy)

  4. Features of a good filing system • Quick and simple to use • Not take up too much space • Able to meet future needs • Located in a convenient place • Documents should be safe and tidy

  5. How is information stored electronically Floppy Discs • Generally available as 3.5” hard cased disc • Storage space 1.4/2 Mb • Disc must be formatted before use • Can be stored in folders like a filing cabinet

  6. Hard Disc • Storage medium provided with the computer • Storage capacity of hard disc drives is quoted in Gb (Gigabytes)

  7. Zip Drive • Newer type of storage device – saves 100 Mb or 200 Mb • Can save up to 175 more data than a floppy • Useful for backing up and storing large files – especially internet downloads

  8. CD-Rom • Stores up to 650 Mb of data • Most programs are now supplied on CD-Rom • Using a CD writer it is possible to store information on CD-Rom

  9. DVD (Digital Versatile Disc) • More computers are now fitted with DVD drives • Stores up to 17 Gb of Data (26 CD’s) • Now possible to make your own DVD’s

  10. How can information be stored manually?

  11. Vertical Filing Cabinet • Can have 2, 3 or 4 drawers • Most cabinets have a series of pockets suspended on runners at the edge of the drawer

  12. Lateral Filing Cabinet • Files can be arranged side-by-side • Files are suspended on horizontal rows • Less space needed than vertical filing cabinets – no drawers

  13. Filing Trays • 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

  14. Lever Arch Files • Useful for storing papers which are referred to often • Can be used with dividers to section off parts of the folder.

  15. Personal Organiser/Filofax • Used to store a variety of information – similar to diary • Available in different sizes • Possible to buy skeleton pages

  16. How Can Files Be Stored Electronically • Using an Application package • Database • Word Processing • Spreadsheet • Desk Top Publishing • Presentation • Scanning in information • Downloading from the Internet

  17. What is a Database? • 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

  18. What can a database do: • It can create the fields to hold the information • 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

  19. Cont • 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.

  20. What is a Spreadsheet • 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.

  21. Using Scanners • 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

  22. File Management • Use an appropriate file name • Save files in named folders • Label discs clearly and store in lockable boxes • Make regular back-ups

  23. Advantages of Electronic Storage • Access information quickly • Edit information easily • If information on a server more than one person can use at a time • Storage space less • Can access information from anywhere.

  24. Disadvantages of Electronic Storage • 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

  25. Cont • Viruses could be a big problem • Easy to lose data if staff are not trained properly

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