91070 Information Management File Management Procedures According to
91070 Information Management File Management Procedures According to EN 6: Structuring, naming and storing files and folders Appropriate file compression techniques for the exchange of information Managing threats to data Achieved Criteria
File management procedures Identify their own practise Describe their own practise Use of student voice is essential Screen shots of their own work is important Achieved Structuring & Naming Files Screen shots used to show their files
and folders Examples given as to what they named their files and folders. I structured my home drive by making a folder for each subject. Inside the folders I created sub-folders that I named based on the topic. My actual documents I named with the date first and then the name. Achieved File Compression
Identify a way of compressing files and folders Describe what file compression is To compress files you can use a program called WinZip. I used this program to make my documents smaller. I could then send them through email. The person that receives the email can then open WinZip on their computer and convert the WinZip file back to its original size. Achieved
Managing Threats to Data Students identify at least two threats to their data. Describes at least two ways which they managed those threats to their data. To reduce threats to my data, I saved my work to my home drive which has a password to protect my work from other people accessing it. I also have an antivirus program to prevent, detect and remove unwanted viruses. It will detect them and kill them.
Merit Criteria Explain the purpose of file management procedures Explain the conventions of file management procedures Explain the use of storage devices Structuring & Naming Files Merit
It is important to manage your files and folders efficiently so that you can find and access them quickly and without hassle. Naming your documents under a year they were made or with the year, the month, and then the date with a under dash and the name of your file e.g. 110930_External Assessment.docx. This convention makes it more efficient for your to find your documents as they are then listed from the oldest to the newest. Structuring & Naming Files
Merit File management is just like any other management- management of your locker or bedroom, for example. Without any management, they are very messy, untidy and it takes a long time to find anything. You may accidently get rid of something because you forgot it was there, and it is annoying when you have similar objects, like two socks or the textbooks for your next class, but they are in completely separate locations! Well, file management- managing the content on your computer- is no different. Some good practices of file management include: Use of folders: by keeping similar files in one folder (or subfolder), the file is easily
accessible. This is especially helpful if you cannot remember the name. Appropriate names of files and folders: If you name your English essay dfjgdkfj, you will have difficulty finding it again. Also, this looks very unprofessional if you must pass it on to someone else! If all your folders and files are called djgak, alfdsjlaksd, fjgkhlsfgkj etc., then you will have no idea what file is which as well. Desktop/Folder clean-up: it is good to keep your folders and files in an orderly manner, because they not only look better (not to mention more professional), but sometimes folders/files can get stacked on top of each other, and are not visible. Also, files can be easier to find as they can be sorted in particular ways such as when they were created or last edited, the name or type of the file.
Dashboard on Mac computers: if you have a mac computer, and there are many application or folder shortcuts you rarely if ever use, delete them! It is good to order them also if applicable (e.g. internet browsers together, applications of a suite together, and folders together). Merit Structuring & Naming Files Merit
File Compression Some people prefer to email their work but find it slow to send if your file is too large. You can zip them which is when you can enter your documents into WinZip and compress them so that they are smaller. This is then faster to email. When you receive the email on the other side you have to reenter your file into WinZip and convert it back to original size so you can read it. For images a convention is to limit the file size though the settings and file type before you save it e.g. using jpeg instead of bmp will make your file smaller.
Merit File Compression Some people prefer to email their work but find it slow to send if your file is too large. You can zip them which is when you can enter your documents into WinZip and compress them so that they are smaller. This is then faster to email. When you receive the email on the other side you have to reenter your file into WinZip and convert it back to original size so you can read it. For images a convention is to limit the file size though the settings and file type before you save it e.g. using
jpeg instead of bmp will make your file smaller. Merit Managing Threats to Data Passwords are provided for people to log into desired places. So nobody can access that account but themselves. This is to keep personal information secured because you could have your address saved or phone number. People are asked to keep their passwords to themselves and to make their passwords something that people wouldnt
guess such as birthdates or your name as that could put you at risk of being hacked. Merit Storage Devices You cannot always trust your USB to keep your documents safe as it could break down at anytime making you lose everything you have ever saved onto it. Many students save their work to their school home drive as that gets backed up every night. They also save a copy of their work to their
USB and when they get home they transfer their files onto a portable hard drive that they have at home. The portable hard drive is much larger than a USB and more reliable. This method makes sure that you never lose your work. Merit Managing Threats/Storage Devices Physical Damage: laptops are easy to drop, computers can have things spilt on them, and mobile phones and similar devices can be often misplaced. Even if you are the most cautious of people, natural disasters happen, and
computers just bail out for no apparent reason. So the key here isnt so much preventing physical damage, which can in so many cases be inevitable, but to be prepared. This means, backups! Backing up your files is essential. There are many ways nowadays to back up- some as simple as USBs and CDs, so you can manually select files to store, and some more complex and perhaps expensive such as portable back-up hard drives, which automatically keep a copy of not only all of your documents, but all your applications and virtually everything else on your computer. Of course, if you have more than one computer you can save a copy of the file on each, and if theres one particular file, you can even save it to your webmail and this way have it available from any device with internet access. Overall, whilst I personally think portable hard drives are the best form of backing up, really the more places the better. An
earthquake could destroy all the computers you own, but it wouldnt affect small USBs. But you may, on the other hand, be the sort of person to always loose small objects, or be oblivious to them when vacuuming so, keep a few places handy- Id say 2 or 3, most ideally a portable HD, which has everything, and a USB or few CDs with selected and particularly important files. Excellence Criteria comparing and contrasting the use of different file types for different purposes (eg pdf versus doc, jpeg versus bmp) EN 4
pdf, bmp, doc, jpeg, xls, docx, dat, gif, tif Excellence Comparing file types When I was writing my report I used .doc file as it would be opened by Microsoft Word where I could edit it and change the fonts or formatting. However, in order for the fonts and formatting of the document to stay the way I want it to when I sent it to my teacher for marking I saved it and uploaded it to Moodle as a .pdf. PDF is a file type that
preserves the layout of the document and makes it non-editable. That way my teacher would see it exactly the way I wrote it without all the fonts changing and messing up my report. Excellence Comparing file types Ethical Issues EN 2 Describe ethical issues related to
management of information (eg copyright, privacy, file security, appropriateness of material in its context). Achieved Criteria Needed to achieve no M or E Once again important for the students to relate the issues to their own work for authenticity and demonstration of understanding. This section is not about quoting the
Copyright Law or the Privacy Law. Student example - Copyright Student example - Privacy It is illegal to hack somebody's Facebook because everybody has the right to have their personal information protected that is why we all get provided with a password. It is also illegal for someone to post information or photos of somebody
else without their permission. Student example Appropriateness in Context & Privacy Another important ethical issue I had to consider was whether or not elements of my game would offend anyone. This included things like the background images, sprites, name, etc. I easily overcame this by querying my stakeholders and checking with them about it. If they decided something was offensive, I either changed it or removed it completely. When I was creating my survey, I also asked about whether game violence was offensive for anyone. None of my final stakeholders
had a problem with game violence, so this wasnt really a problem. Privacy was also another important ethical issue I needed to address. I overcame this by adding a question addressing privacy on my survey and whether or not they wanted the information they provided to be used and if they wanted to remain anonymous. If they did want to remain anonymous, I wouldnt use their name. How to cover the topic Get them thinking early in the year. Good to tie into Digital Media Unit. Start with a class discussion about students understanding of ethics & law.
Great to break into homework tasks. Look at strategies that the student could use a directly referenced quote in relating the concepts to their own report. NOTE: the students dont know how to reference It is up to us to make sure the do it correctly Easy Referencing There are a number of websites that create individual references but not full bibliographies. Good if you
wanted to use footnotes. Using inline citations and the full Bibliography at the end as Word makes it so easy! Referencing in Word To Conclude Make sure they tie it into their own work by doing this it clearly demonstrates understanding. Make them reference correctly.
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