ASSIGNMENT #2 - OACC 6 - BSOA-2C - Integrated Software Applications

Name: Zera Jean I. Tinoy Date: March 14, 2022

Year/Block: BSOA - 2C Score:

Please answer the following questions IN YOUR OWN WORDS:

1. What are the importance of Computer File Management? (50pts)

- File management is the process of managing a system that correctly handles digital
data. As a result, a good file management system improves a company's overall
operational efficiency. It also organizes important data and makes a searchable database
available for quick access. So we can save the information we'll need later and find it
when we need it. For the reasons stated above, organize the files by subject and
similarity, and differentiate them as much as possible.

2. Give at least 3 Best Practices in Computer File Management. (50pts)

- First. File things immediately. If we wait to file things they’ll get out of hand. As soon as
you create or receive a file, put it in its proper place. Second. Sort everything once a week.
With that said, either every Monday morning or Friday evening, look through the files
you’ve worked on that week and make sure they’re in the right place. Tidy things up,
delete any unnecessary files, and generally stop things from getting messy before they
get too bad. Third. Use descriptive names. When you’re naming your files, give them
descriptive names. “Marketing plan” is bad. “Marketing Plan - Client X - January” is much
better. An organized computer is much more pleasant to use. If you know where every file
is stored then it’s no longer a nightmare when someone comes and asks for
such-and-such file from two years ago. And once you've got a file organization system in
place it’s really not that hard to stick to. Just take a few hours one afternoon to set it up
and you’ll be good to go.

3. Give at least 3 Practices that are Not So Good in Computer File Management. (50pts)
- Saving unnecessary documents. Don't make a habit of saving everything that finds its
way to you. Take a few seconds to glance through the content, and keep a file only if it's
relevant to your work activity, or required by your business. Having too many unnecessary
documents adds to clutter and makes it harder to find things in the future.
- Overfilling folders. If you have a large number of files in one folder, or a large number of
subfolders in the main folder, break them into smaller groups (subfolders or sub-sub
folders). For instance, you could divide a folder called "Business Plan" into subfolders
called "BP2021," "BP2022," and "BP2023." Likewise, you might divide a folder for a client
named Delta Traders into subfolders named "Delta Traders sales presentations" and
"Delta Traders contracts." The idea is to place every file into a logical folder or subfolder,
rather than have one huge list of files.
- Spaces. Replace spaces with hyphens or underscores, especially with files destined for
the internet. Instead of naming your photo “Grand Canyon Summer Vacation 2012.jpg”
use “grand-canyon-summer-vacation-2012.jpg”. Some web browsers will actually throw
away or ignore anything after a space.