Managing IT files for a business

It is important to ensure that files that are created are managed and named appropriately. You will have to keep certain files in their correct folders, for example a document named ‘Profit 2009-2010’ should be kept under the folder ‘Annual Profit’ moreover any document should be kept in a folder relevant to the file this is important because it will help you and others locate the file very quickly when necessary.

Password Protection

For more confidential files like customer information and private letters a password should be used for the file. This is important as this will stop unauthorised users from opening and viewing the file, whilst authorised users who know the password can access and open the file.

You can also create a password to stop unauthorised users from modifying and editing the file, this is useful when you want to track changes or if you want others to open and view the document but not make any changes. It is always important to have a strong password like a combination of letters, different cases, numbers and symbols. It should also be more than 7 characters long; for example it could be ‘1DgjL8$C!’. This will make it harder for unauthorised users to access files.

Backing Up

Backing up regularly is essential; if files are lost or have been corrupted having a backup ensures the file can be recovered quickly, especially if it is important. Saving files to a removable mass storage device like a USB is good as these devices can be plugged into a PC or Laptop to restore files that have been lost or corrupted on the system. At the end of the day you should remember to back up all the work you have done in the day on a USB or a separate hard drive.