N5 AIT File Management

File management is the method by which information is stored and organised. Good file management allows files to be found quickly just in time spent searching.

• True

• False

Identify the features of a file management system.

• Files should be saved using appropriate meaningful names

• Files should not be saved into appropriate names folders

• Files should be backed up on a regular basis

• Files that are no longer required should not be archived or deleted

Explain command word should use phrases such as;

• Which means

• To ensure that

• So that

• Compare

Identify if the following statement is a benefit or a consequence of good or poor file management:

Unauthorised personnel may access confidential files which could lead to legal action being taken against the organisation.

• Benefit of good file management

• Consequence of poor file management

Identify if the following statement is a benefit or a consequence of good or poor file management:

Employees do not have difficulty finding files which saves time.

• Benefit of good file management

• Consequence of poor file management

Identify if the following statement is a benefit or a consequence of good or poor file management:

Employees understand how files are saved which reduces frustration or stress.

• Benefit of good file management

• Consequence of poor file management

Identify if the following statement is a benefit or a consequence of good or poor file management:

Duplicate files may not have been updated which means employees may be accessing out of date information.

• Benefit of good file management

• Consequence of poor file management

Identify if the following statement is a benefit or a consequence of good or poor file management:

Efficiency levels are reduced as employees waste time searching for files as not carrying out their core tasks which can lead to a poor reputation for the organisation.

• Benefit of good file management

• Consequence of poor file management

Identify if the following statement is a benefit or a consequence of good or poor file management:

Time is not wasted trying to locate files which leads to satisfied customers who do not need to wait until the information is found.

• Benefit of good file management

• Consequence of poor file management

Identify if the following statement is a benefit or a consequence of good or poor file management:

Efficiency is improved which leads to a better reputation.

• Benefit of good file management

• Consequence of poor file management