File Management and Data Back-Up

File Management

It is important to have a plan in place to manage files on your computer in order to gain quick access. The management process can occur using your application program or by accessing a file management utility via your operating system software.
Application programs typically present options to open and save files in a specific folder on a specified storage device. You also have the option of deleting, copying, and renaming the file. Once you save a file, you will discover that the options to "Save as" and "Save" as are offered. The "Save as" option is typically selected when the file has not been named whereas the "Save" option is used to save the most recent version of a previously named document.
Most operating systems include a file management utility that allows users to organize, locate, rename, move, copy, and delete files. The Finder utility is available on Mac operating systems and the Windows Explorer utility is available on PCs. The tips below offer suggestions for managing files on your computer as you utilize the file management utility.

Organize folders in a hierarchy fashion. For example, if you create a Software Technology folder, you may want to create subfolders that reflect the modules covered in the course.
A valid file-naming convention should be used when you save documents. Windows and Mac file-naming schemes are not case sensitive and the maximum length of a file name cannot exceed 255 characters. Spaces and numbers are allowed in the naming scheme however; characters are not allowed in the naming of the file. More details on file-naming conventions can be found in the sidebar.
Maintain file extensions. Preserve the original file extension so that it can be opened in the correct application software. There may be times when an exception to this suggestion is needed. For example, you may want to save the document in PDF format so that no updates can be made.
Utilize the default folders. You will discover that your file utility may have preconfigured folders such as My Music, My Pictures, and My Documents. Use those folders to store documents.
Use Public folders for files that you want to share with individuals that have access to your network.
Delete or archive files you do not need.

The image below provides a visual of a Windows Explorer window and reflects information on controlling the directory display. The explanation for each reference is provided below the image.

Windows Explorer image, explanation below.

The left pane displays your computer's hierarchy of storage devices and folders.
The Details pane displays additional information about a file.
The section displays the folders and files contained in the device or folder that is currently open.
If the folder is clicked, the documents in the folder would be displayed.

Data Backup

One way to prevent loss of data is to establish a strategy for backing up your files. The backup schedule depends on how much data you store daily, weekly, and/or monthly. If you are working a final project for a course, you probably want to back up the file several times a day because a huge percentage of your grade may depend on the project. If you are working on documents that are not as important as a final project, you may decide to backup files weekly. Once you backup a file, you should restore the file to a different drive or folder to avoid overwriting the original file. Since most computer users store data on their hard drive, it would be wise to back update on an external hard disk, a USB flash drive, or a network server. If you store your data to a local device such as a USB flash drive, keep it in a safe place so that it is not stolen or damaged. If you have purchased antivirus software such as Norton, you probably noticed that the company provides online backup services. Before deciding on using an online backup service, be aware that the speed for backing up and restoring data is only as fast as your Internet connection. It would also be a good idea to encrypt remote backup data to ensure it is not accessed by unauthorized users. Click here to obtain more information about back up options.

The learning object below provides details on additional files you should consider backing up.

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