The Importance of File Management: Types, Systems, and Media
Classified in Computers
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THE FILE: A file is a set of ordered documents that are related by some circumstance or event. It is essential for a company to have a file that is to sort and classify documentation in a particular way.
Why: It allows to keep, store and safeguard information, It can be easily and quickly found, To comply with the law, It can help in the decision-making process
Types of files:
1) Active: documents that are currently being used and queried
2) Semi-active: documents no longer effective but kept for legal reasons
3) Inactive: documents not valid but with a historical or documentary value
The File system: is the criterion used for ordering information.
Alphabetical: Information classified in the order of the alphabet *
Numerical: information in which each document is assigned a number to be sorted
Alphanumerical: information classified using letters and numbers
Chronological: Information classified according to the date of the document
Geographical: information classified according to geographical locations associated with them
Thematic: Documents are grouped according to the subject or topic they refer to.
The File media (Soportes de archivo)
Mere information is not a document until is recorded on a material medium that allows us to check it and/or review it. Therefore, we can have paper and electronic media
Paper: It has been the most common filing media, but it is being replaced by the digital media.
The main disadvantages are: It can be easily damaged, it takes a large space for storage, and it is not environmentally friendly.
Companies are demanded to behave responsibly and practice the three Rs: recycle, reduce and reuse
Electronic or digital media
Advantages: It saves costs, It is easier for audit processes, It is more secure and less likely to be falsified, It is quick and efficient, It does not need storage space, It is reusable
CD ROM
DVD, it has more storage capacity than a CD ROM
Blue-Ray, it stores up to five times more than a normal DVD
Pen drive/flash drive, it is a portable storage device
The cloud storage, it stores information on a network platform to be accessed from anywhere
Memory cards
The holographic technology, it uses laser beams to store computer-generated data in three dimensions
Digitization: Conversion of data information from analogue to digital