Date post: | 30-Mar-2015 |
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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)
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
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
Hard Disc
Storage medium provided with the computer
Storage capacity of hard disc drives is quoted in Gb (Gigabytes)
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
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
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
How can information be stored manually?
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
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
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
Lever Arch Files
Useful for storing papers which are referred to often
Can be used with dividers to section off parts of the folder.
Personal Organiser/Filofax
Used to store a variety of information – similar to diary
Available in different sizes
Possible to buy skeleton pages
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
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
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
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.
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.
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
File Management
Use an appropriate file name
Save files in named folders
Label discs clearly and store in lockable boxes
Make regular back-ups
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.
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
Cont
Viruses could be a big problem
Easy to lose data if staff are not trained properly