Definition of File Management :
File Definition Management is a method and data structure used by the operating system on a computer to organize and manage files on disk or partition disk.
While the file system is a partition or disk that is used to store various files on a computer in a certain way.
Understanding file management in general can also be interpreted as activities related to the storage, placement, distribution, maintenance, distribution of correspondence, calculations, records, graphics, classification, and the like to facilitate organization or business.
This management file is very important for the company because it takes the time needed. This is also to help you want it to be used.
Submitting this is also often used as a memory of a computer operator or manager in business activities in a company.
Benefits of File Management :
From the explanation of the understanding of file management, we can discuss some of the benefits of file management. Following are the Benefits of File Managemen :
1. Minimizing the Risk of File Loss
Files on the computer may be accidentally deleted. In many cases, the incident of accidentally saving this file can be very detrimental.
2. Facilitate File Search
File storage in a computer operating system can be done regularly, both file naming and file location. This will make it easier to find someone who will reuse the file.
3. Knowing Unused Files
There are files that are needed no longer needed. To save storage capacity then we can store unused files easily.
A good and organized management file will provide many benefits for computer users.
File Management Function :
From the explanation of file management understanding, we will also know some File Management Functions. Are as follows :
- Make it easy to work or use files together
- Ease in creating, editing, and installing files
- Ease of performing Backup and recovery files to anticipate loss due to or recovery of others for damaged / damaged files
- Users can draw symbolic files (symbolic names) not using appropriate naming on physical devices
- Data can be stored safely and confidentially in a sensitive environment
- Easy to use interface display on system files makes it easier for users
File Management Objectives :
There are several targets to be achieved by effective File Management, delivered are :
- To meet the needs of data management for users or computer operators
- Make sure the data in the file is correct
- Provide support in the form of input (input) and output (output) of various types of storage devices
- Minimizing or even eliminating potential data lost or attempting to destroy data
- Provides a routine set of inputs (inputs) or outputs
- Provide support in the form of input (input) and output (output) to many users (users) on multiuser systems
File Management Architecture :
1. Access System
This is everything related to how data is stored in files that can be accessed.
2. Management Files
These are all things related to providing operations on files. For example; storage, reference, shared use, and security.
3. Storage Room Management
This is related to the allocation of space for the storage file on the storage device.
4. File Integrity Mechanism
This is related to submission information on non-corrupt files (corrupt files).
On the System Operation File :
1. Ordinary file
Ordinary files consist of text files and binary files. This text file contains text text in txt format. While the binary file contains extrusion (exe) and also binary from various application programs on the computer.
Exe-shaped binary files are only known by the operating system. While the binary results of the application program are only obtained by the application program that uses the file.
2. Directory Files
A directory file is a file that is issued by a computer operating system. This file contains all information related to the list of files in a folder or directory.
3. Special Files
Special files are names of logic input devices or outputs that are considered files.
Data on File Management of a Company :
In the management file, there are several things that must be filled neatly, including :
- Letter of receipt of goods
- Letter of payment for goods
- Debt file
- Letter of sale of goods
- Insurance letter
- Warned the shipping letter
- Letter of agreement, etc.
Nevertheless, submission is a found and complicated task because we are required to be related to various types of correspondence and to group them carefully so that they are easy to find. Some business owners choose to agree on crucial things, for example:
- Ensure that the organization uses digital technology properly.
- To make sure the company stops using physical documents because this paper requires a place, is complicated and takes time in arranging and looking for it.
- Ensuring management of this file management is neatly organized so that it is not spent on operational tasks only.
Effective ways of file management :
The impact if there is no file management is that there is no regularity in the saved file. According to several large business sites, there are several ways to improve the effectiveness of management filing, for example :
1. Build a "Document Filing" System and also its Name
If your members always convert files manually, start file management by providing the name storage format. You have to save it to know where to save the correct file.
It is better to separate the types of letters from invoices and other important files. Make sure the storage format of this document also provides adequate descriptions, not one-on-one.
2. Start Thinking About File Conversion Problems at Once
With the growth of a business, of course you will need the right file conversion technique. Very large number of files is not possible to be stored in the location. You can use various batch conversion of available product documents.
3. Stop Using a Free Converter
Free file converters are designed specifically for personal needs and are of course limited. If you use a large scale, of course there will be a big problem that appears, such as:
- Security - compilation using free features, you don't really know the conversion process is really safe or not.
- Limitations - Not all free tools available are 100% free. Some features require you to spend money. Or if it's free, there will be a watermark in your document.
- Setting problems and limited menu options
4. Mastering Windows Explorer
Speaking of companies using Windows, here lies the difficulty. Many people lack the mastery of navigation.
5. Save Data at the Same Location
Leave one important location specifically for file storage. Understanding management files is to classify and place files correctly. Well, make a specific folder that gives you to find the desired file. Never mix it.
6. Using Shortcuts
Take advantage of the Shortcut feature to access the most visited folders. Rather than having to enter a folder in a folder, this is certainly very encouraging. This can also reduce the possibility of duplicate storage files.
7. Shared Documents
Shared documents such as Dropbox, Google Drive, One drive and the like will make it easy to save and update any file at any time without the hassle of going to the office.
Now, after understanding the meaning of file management in the operating system, functions, and tricks of its application, we can finally draw conclusions from technology so that things are collected. Ensuring employees follow technological developments.
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