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Features of file management
1)Files should be saved using appropriate/meaningful
2) Files should be saved into appropriately named folders.
3) Files should be backed up on a regular basis.
Files that are no longer required should be archived/ deleted.
• Anti-virus software should be updated on a regular basis.
• Passwords should be used to keep confidential files secure.
benefits of file management
1)Employees do not have difficulty finding files, which saves time.
2)Computer systems are not storing out-of-date files, which speeds up processing.
3) Confidential files cannot be accessed by unauthorised personnel, which means that legislation is not being breached.
4)File can be kept safe which means the date
consequences of poor file management
1)Files can be damaged or corrupted meaning that data is incomplete/inaccurate
2)Unauthorised personnel can amend/edit files which means important information could be changed or deleted
3)Increased risk of duplicate files on the system which takes up valuable space on the network/server
4) Opening lots of files to find the correct file means time is wasted/is
.
