what is the need to organise data on a computer and how is it done
Answers
The average worker loses now over two hours looking for misplaced documents and emails on their computer and over 95% of the data receive is in electronic form. Creating a paperless office can be a difficult challenge when your electronic directory is not organized and you don't trust your electronic filing system. Here is information on how to create an organized system of managing your electronic documents to improve data efficiency.
Creating an Electronic File Structure
Some electronic files are stored in an organizing structure that has virtually no rhyme or reason. Sometimes electronic documents are stored under a single file folder, which is similar to storing all paper office documents in one file cabinet drawer, with no hanging files or Manila folders to categorize them. Stashing all your documents within a single folder makes access time-consuming.
Choosing a Storage Location
Before creating your electronic filing structure, you need to determine where you want to store your electronic data files on your computer. If you work in a company on a networked system, most likely your IT department gave you a personal file folder or drive space on the server that usually is named your first initial and last name. This might be the best location to store your electronic data because the server systems are usually backed up nightly. Some individuals prefer to keep their documents on their hard drive, or C drive, and not on the network server because they find it is easier to access and more reliable, especially when traveling. If you select this option, be sure to determine a backup plan.
Organizing Your Files
Create your electronic file hierarchy system first, before you begin to reorganize the electronic documents you want to file within it. With your system in place, you easily can drag and drop files into the appropriate file folders, without stopping to create a new file folder.
Step 1: Open up the File Manager
If you're working on a PC, you can use the standard Windows Explorer program to organize files. Select Start, All Programs, Accessories, Windows Explorer to open the program. Or for a quick shortcut, you could right-click the Start button and select Explore to open Windows Explorer. For Mac-based systems, just click the Mac Drive icon on your desktop.
Step 2: Create a Folder View
Once in Windows Explorer, click on the Folders icon in the toolbar. This view simplifies organizing electronic files and makes it easy to drag and drop files and documents from one pane into another. In this double pane column view, the left side lists all primary files and drives and the right side lists the contents of a highlighted folder. For the Mac-based systems click in the view that offers multiple columns.
Step 3: Creating File Folders
Electronic file folders are designed and viewed in an outline structure sorted in alphabetical order. To create a new file folder in Windows Explorer, highlight the file or drive in which you want to create the new folder (such as 'My Documents' or 'Data'). In the toolbar, choose File, New, Folder. Initially the file folder is named New Folder and the name is highlighted; type in the new file name to change the name of the folder. If you accidentally click out of the new file before you have typed in your file name, just right-click on the new folder and choose Rename from the context menu.
Step 4: Move Files and Documents
To move files into folders, merely click and drag the document into the file folder. Within your file system you can create multiple layers of sub-files. Try to stay within 5-6 levels to keep simplicity and ease of use with your system.