WorksheetsFILE MANAGEMENT: ORGANIZE DATA
Total questions: 25
Worksheet time: 13mins
WHAT IS THIS?
Ordered set of documents that have been
produced while a business activity is taking
place.
ARCHIVE
DOCUMENT
COMPUTER
Can an ARCHIVE be a PLACE where the documents generated during
the activity are classified and saved?
YES
NO
Can an ARCHIVE be a DEPARTMENT responsible for preserving the
documents?
YES
NO
3 OBJECTIVES/GOALS of File Organization:
Documents don't have to be stored
correctly in order
By file, you can control the information
that enters and leaves the company.
Documents must be stored
correctly in order
Localization must be easy and fast
What are ACTIVE FILES?
contain
documents that are frequently used.
contain documents
with reduced consultation level.
contain
documents that are rarely used.
What are SEMI-ACTIVE FILES?
contain
documents that are frequently used.
contain documents
with reduced consultation level.
contain
documents that are rarely used.
What are INACTIVE FILES?
contain
documents that are frequently used.
contain documents
with reduced consultation level.
contain
documents that are rarely used.
Which DOCUMENT CLASSIFICATION SYSTEM (filing system) is this?
Andrew, Alice, Alexa, Ayesha, Addison, Ayden
ALPHABETICAL
NUMERICAL
CHRONOLOGICAL
GEOGRAPHICAL
THEMATIC
Which DOCUMENT CLASSIFICATION SYSTEM (filing system) is this?
Science, Drama, Literature, Biology
ALPHABETICAL
NUMERICAL
CHRONOLOGICAL
GEOGRAPHICAL
THEMATIC
Which DOCUMENT CLASSIFICATION SYSTEM (filing system) is this?
1937: The book was written and published.
1960: The author died; the book was out of print.
1978: The book was reprinted.
ALPHABETICAL
NUMERICAL
CHRONOLOGICAL
GEOGRAPHICAL
THEMATIC
Which DOCUMENT CLASSIFICATION SYSTEM (filing system) is this?
2, 55, 103, 256, 802
ALPHABETICAL
NUMERICAL
CHRONOLOGICAL
GEOGRAPHICAL
THEMATIC
Which DOCUMENT CLASSIFICATION SYSTEM (filing system) is this?
France, Germany, Spain, Turkey
ALPHABETICAL
NUMERICAL
CHRONOLOGICAL
GEOGRAPHICAL
THEMATIC
How to File in Alphanumeric Order...
1. FIRST:
Type special characters
Type numerals (0-9)
Type letters in alphabetical order
How to File in Alphanumeric Order...
2. SECOND:
Type special characters
Type numerals (0-9)
Type letters in alphabetical order
How to File in Alphanumeric Order...
3. THIRD:
Type special characters
Type numerals (0-9)
Type letters in alphabetical order
PHYSICAL FILES: PAPER DOCUMENTATION
Which is the FISRT Step?
references will be made
Pre-archive
it will be scanned and copied
Confirm that the document is not being used
PHYSICAL FILES: PAPER DOCUMENTATION
Which is the LAST Step?
references will be made
Pre-archive
it will be scanned and copied
Confirm that the document is not being used
BIG RULES: Do we need visual signals to classify documents?
YES
NO
Do we need to group certain types of documents?
NO
YES
COMPUTER FILES: DIGITAL DOCUMENTATION
What is ICT?
information and communication technologies
information and control technologies
intuition and communication tech
ADVANTAGES OF DIGITAL DOCUMENTATION: (3)
More order
Powerfull search engines
Used from anywhere
Less space
Less complicated
COMPUTER FILES
What is this?
cloud
directory
hard disk
COMPUTER FILES
What is this?
cloud
directory
hard disk
COMPUTER FILES
In this directory you can find...
documents and files
Folders and files
disks and files
Database: It is a set of tables or files related to each other.
How is it divided?
ARCHIVES AND FIELDS
REGISTERS AND FIELDS
RECORDS AND FIELDS
RECORDS AND FILES
