Lecture #05
File Management
Soumia Benkrid,
Associate Professor at (ESI ex INI)
File Management
File management is the process of organizing, storing, and handling data files
on a device or in the cloud. It is a fundamental function of an operating system,
with built-in utilities that help manage files.
File management is important because it can help you to:
Protect files from
Quickly and Keep files Recover files in
unauthorized
easily find files organized case of data loss.
access
Key file Management Techniques
Use consistent
Organize files
naming Maintain file Regularly back up
into folders
conventions versioning files
to group related
for easy to track updates to prevent data loss
items.
identification
Set access Use file tagging
Delete or archive
Compress files permissions and metadata
unnecessary files
to save storage space to protect sensitive for efficient
to reduce clutter
data searching
File Organization
File and Folder
Property File Folder
Type Data unit Container
Purpose Stores individual data Organizes multiple files and folders
Can Contain Cannot contain other files or folders Can contain other files and folders
Icons Unique icon based on file type Generic folder icon
Simplifies file organization &
Benefits Easy to store and retrieve data
management
Displays the file’s size in bytes or Displays the combined size of all
Size
appropriate units contents within the folder
Open, edit, rename, move, copy, Create, rename, move, copy, delete,
Operations
delete, compress compress, set permissions
Number of items, size,
File type, creation/modification date,
Properties creation/modification date,
permissions
permissions
Files Naming
Consistency in File Names
Avoid Special Use Underscores or
Descriptive Names Version Control
Characters Hyphens
Avoid Reserved
Use Appropriate File Use Descriptive File Be Consistent with
Words in File
Extensions Extensions File Extensions
Extensions
Files Structures
define how data is organized and stored within a file for easy access and management.
Hierarchical-Based Tag-Based
A Common Tree-Like Model A Common keyword-Like Model
Folders are organized within subfolders, Files are organized with keywords that act
forming a tree structure with a root like labels, enabling flexible categorization.
directory at the top. The root directory It allows users to assign multiple keywords
contains files and subdirectories, which can to each file, creating a more dynamic and
further contain additional files and personalized approach to managing
subdirectories. information.
Even though it is intuitive and flexible, it Though flexible and efficient, a keyword-
can also be rigid, time-consuming to based system can be time-consuming and
maintain, and challenging to search prone to inconsistencies, requiring ongoing
through effectively. effort to maintain organization.
File Metadata
Data of data that helps to sort, identify, and manage attributes of the information it describes
Descriptive Metadata Technical Metadata
Helps identify and locate the file through Provides information on the file’s
details like its name, title, creator, and format, size, resolution, and duration.
tags. It enables easy searching and This helps with compatibility, storage,
organization based on the file’s content. and quality considerations.
Administrative Metadata
Rights and Access Metadata
Includes management details like
Defines usage rights, access
creation and modification dates,
permissions, and location (physical or
permissions, and version number. It
digital) of the file. It protects intellectual
supports tracking, access control, and
property and ensures legal compliance.
versioning.
File Back up techniques
File back up is the process of creating copies of data to prevent loss and enable recovery.
Regular backups (e.g., weekly or monthly) are suggested.
Following the 3-2-1 backup rule: keep three copies of data, on two different
media, with one copy off-site
External Hard Drive Cloud Storage
A portable storage device used to save An online service that stores data on
files and back up data locally, easily remote servers, accessible from any
connected via USB. internet-connected device.
Ideal for local, secure backup Ideal for accessibility and easy sharing
Control version
Assigning unique identifiers (e.g., numbers or dates) to each iteration of a file.
To track file changes, allow reverting to previous versions, and ensure consistency
while preventing data loss, it is suggested to:
Regularly update Maintain clear
version numbers documentation on Store older versions
when changes are what each version securely for reference.
made. contains.
Conclusion
Key Takeaways
Organize Files Efficiently: Use folders, consistent naming, and versioning to
group related files for easy retrieval.
Leverage File Metadata: Include descriptive, technical, and administrative
data to improve searchability, identification, and compliance.
Implement Strong Backup Practices: Use external drives and cloud
storage, and follow the 3-2-1 backup rule for data protection.
Maintain Version Control: Track changes over time to easily revert to
previous versions.
