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