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 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