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