RBrown_Module 02 Assignment - File Management_021324

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1175C-02:

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Feb 20, 2024

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Module 02 Assignment - File Management Roy Brown Rasmussen University CIS1648C Section 01 Hardware and Software II Christine Stagnetto-Zweig 2-13-24
IT Department Training Manual Case Scenario A new application within your organization must be deployed to all the company's computers, and many computers do not have enough room on the hard drive to complete the install. Many computers are running out of space. Using the attached template, you need to create a process for the training manual to groom files and provide additional hard drive space for the new application. For this part of your manual, address the following in 4-5 pages: 1). Define the best practices for organizing and saving the documents, videos, pictures, and other important files on the current computers in the company. These practices should include tips on file and folder naming, areas to store these files so they can be easily found, and if dates should be a part of the organization system. A few practices for organization that you should implement when saving documents, videos, pictures and other important files are to store files in certain locations like network drives, USB, DVD and cloud storage. When creating your files organization key creates clear and descriptive folder names as well as subfolders. Another way you can stay organized is creating dates and file names like the ones we submit only turning our homework for our module, I amRoy Brown today is 2/13/24 and this is file management so a good way to save my homework would be as follows RBrown_filemanagement_021324. Anything that is important or that I would be accessing a lot I would say the main folder to my desktop. Another way for keeping control of your documents is by adding tags like urgent, priority and confidential. 2.) Explain which steps you would take when the computer is out of space. What programs in the OS can be run to clean up files? What hardware should be added and/or replaced? On my old computer if I need to free space the first thing I would do is uninstall unused programs, next I will go through and delete any large files I had that I was not using including pictures and videos. Also if I had multiple downloads of the same thing or duplicates of pictures or videos I would make sure to get rid of them. I would download them to a CD or cloud storage then delete them off of my PC. In hindsight I could have added external storage or I could have just upgraded my internal storage by replacing my existing hard drive with a larger one or upgrading to a solid-state drive. 3.) Explain how you would maintain the documents, videos, and pictures (working files on the computer) to prevent damaged and lost files. What applications are needed to keep the computer safe and protected? How would you backup or achieve your files to make sure they are not lost or corrupted? How I would maintain my documents is backing up my files using external storage
or cloud storage, I would keep my software updated and as far as keeping the computer safe and protected I would make sure that I had a firewall and antivirus software. I would also use complicated passwords like alphanumeric with symbols if applicable. You can even use Google authenticators as the extra step of protection.
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References https://www.mindtools.com/ahjudzv/7-tips-for-effective-file-management https://www.techopedia.com/definition/1832/file-management-system https://theecmconsultant.com/what-is-file-management/

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