File management

File management involves knowing how to perform common file functions such as the copying, moving and deleting of files, having a system whereby you can save and retrieve your files easy, and have up to date copies of files in the event of any data loss.

The best way to think of file management is to think of a filing cabinet, an area where you can store and save files so that they are safe from harm and are kept in a logical way that makes it easy for you to find them in the future. It is important to keep this filing cabinet free of junk and clutter and have it arranged so you can easily access your important documents, images and other data items.

Basic file management tips

Good folder and file names

Use recognisable file names that will make it obvious what the file refers to. Don't use abbreviated and abstract names like Doc1 or Doc2, instead use something descriptive like 'Term1 Botany Assignment' for example.

Use letters and digits in filenames, but don't use special characters such as "/" as these can cause problems if you are moving file from PC to Mac.

Save early & often

No matter how small the document you are working on is, you should always save your files early and keep saving as you go along. Do not leave it until the end. It is a common misconception that a computer is saving your file for you but this is only rarely the case.

It's a good idea to save a file once you have typed in the first few words, if you are about to do something in the file that you are not familiar with, or if you are leaving the computer for a period of time.

Save to your MyZone Drive storage area

Always save any important files to a network storage area, such as your MyZone Drive area and never solely to removable media such as USB keys which are susceptible to damage and loss. If you are a staff member then save to your hard disk.

Backup your data

No matter how often you save, always backup all your important files on other media, and make sure that your backups are recent. Backups with files that have been edited substantially may be of no use.

Always backup your files, and remember you the user are responsible for the backing up of all your data.