01012022 Title File Management Learning Intentions Today I

01/01/2022 File Management • File management concerns the storing and accessing of documents. •

01/01/2022 File Management • Fractures of good file management include: • Non essential information

01/01/2022 Online File Management • Files can be managed online through the intranet and

01/01/2022 Consequences of Poor File Management • Consequences include: • Missing information that are

Slides: 5

01/01/2022 Title: File Management Learning Intentions • Today I will learn: • To describe the features of good file management • To describe the benefits of good file management • To describe the consequences of poor file management

01/01/2022 File Management • File management concerns the storing and accessing of documents. • Features of good file management include: • Ensure documents can be stored safely in conjunction with organisation security and Data Protection Act. • Ensure documents can be easily accessed by the designated person(s). • Documents cannot be accessed by those that the information does not concern. • All documents follow guidelines of the Data Protection Act to ensure security of information. • Information is organised into folders and in order.

01/01/2022 File Management • Fractures of good file management include: • Non essential information is not kept on record. • Out of data information is destroyed appropriately. • Information that is kept on portable storage devices (external hard drives/USB) is encrypted. • Information can be stored online.

01/01/2022 Online File Management • Files can be managed online through the intranet and internet • This can have advantages and disadvantages. • Advantages include: • Access to files anywhere in the organisation (intranet). • Access to files anywhere in the world (internet). • Unlimited storage in the cloud network. • Disadvantages include: • Information can be stole or hacked.

01/01/2022 Consequences of Poor File Management • Consequences include: • Missing information that are vital to the organisations. • Loss of documents will cost money to reproduce or impact on the organisations corporate image. • Data protection breaches could cost the organisation and impact on the lives of customers/employees • Security of information will be compromised. • Storing of unnecessary information can impact on the space available on servers. • Online storage can be hacked and information stolen if not properly secured. • Protocols are in place when the internet is down.