CIT 124 - File Organization

Handouts 1

Instructor - Joseph Gerard G. Bersalona

File Organization
I.

Introduction to File Management

A. What is a File?
A file is a collection of data is placed under permanent or non-volatile storage. There are two
types of files: Physical and L ogical. Physical files physically exists on secondary storage, known by
the operating system and appears in its file directory. While L
ogical files is a file as seen by program.
It allows the program to describe operations to be performed on file not knowing what physical file will
be used.
There are two types of file managers: electronic and three-dimensional. Three-dimensional file
management is basically the traditional method of keeping hard-copy documents in cabinets and safes.
However, digital and electronic technology has evolved and enabled better management, access
and retrieval of documents. It enables users to sort files by type, size, name, color and date that they
were created or modified. This orderly arrangement saves time usually spent looking for records, which
maximizes productivity.
B. What is file management?
File
management is the storing, naming, sorting and handling computer files. It is the process
of maintaining folders, documents and multimedia into categories and subcategories as desired by a
user. Fundamental aspects of file management are organizing, labeling and classifying computer data.
File management helps to eliminate clutter so that a user can access and retrieve data faster and more
conveniently.Alternatively referred to as FS (Filesystem), a filesystem is a method of organizing and
retrieving files from a storage medium, such as a hard drive. File systems usually consist of files
separated into groups called directories.

D
irectories can contain files or additional directories. Today,
the most commonly used file system with Windows is NTFS.
Without a file management, all files would have no organization and it would be impossible for a
file with the same name to exist. Typically, files are managed in a hierarchy, which allows you to view
files in the current directory and then navigate into any subdirectories.
Examples of file systems
FAT (e.g. FAT32)
GFS
HFS
NTFS
UDF
Most common operations done on stored computer files are editing, viewing, playing,
copying,

moving and deleting. Modern applications have been developed to help users search,
access and manage files in a computer and mobile devices.
Creating master folders for related files helps to organize files more efficiently. Documents,
music and movies can be the master folders for all other files. Next, a user may create several
subfolders under the main one to differentiate data.

CIT 124 - File Organization

Handouts 1

Instructor - Joseph Gerard G. Bersalona

C. Why is file management important?

You think youll remember things, but overtime..
Multitude of formats and version of data and documentation
Investment of time at the beginning in an efficient system can save time in the long run
Good file management practices/naming protocols enable sharing with collaborators
D. History of File Management
30,000 - 45,000 B.C.E.
Cave of Altamira (Cave Paintings - Rock Art)
3,500 - 3,000 B.C.E.

Hieroglyphics (Rock Carvings)

3,000 B.C.E.

Book of the Dead (Scrolls)

3,000 B.C.E. to Present

The Magna Carta (Signet Rings and Seals)

13th to 17th Century

Washingtons Letter (Letter Books)

16th to 18th Century

Cabinet (Pigeon Holed Cabinets)

19th Century to Present

File Cabinets (1911 - Vertical Filing Cabinets)

18th Century to Present

Film Reels & Sheets (Microfilm/Microfiche)

18th Century to 1960s

Tabulating Machines (Punch Cards)

1984 to Present

Data Servers (LAN/WAN Networks)

1999 to Present

Removable Storage (Mobile Digital Media)

2006 to Present

Internet (The Cloud)