Files can be organized in a number of ways to ease retrieval. A method could be chosen for its simplicity (Popular Science Magazine, 1950). User preference also plays a role in the choice of a way of storing files in a computer. Files can be organized based on factors such as type of file, date of creation, time of completion, size of file on disk, authors, frequency of use and color code of file. One or more factors are often used when creating and saving files. However, in most cases more than two methods are used in combination.
One way to store files is to organize them into folders and subfolders. In this system similar files are put together. For example, files that contain academic material are put in one folder. The folder is then given a meaningful name. Subfolders are created in the main folder (Martin, 1961). A subfolder can contain other subfolders. Subfolders contain closely related or similar content. For instance, naming files based on subjects or academic year. This makes accessing these files easy since a user can go straight to the folder or use the search function to locate the file. However, large folders can be difficult to use. To guard against this disadvantage, folders and subfolders are saved in alphabetical order.
To enhance the quality and speed of the computer program files are separated from other files. Other than making accessing these files easy, it increases safety of these files. It allows the user to delete or modify files without the risk of interfering with program files (Jerome, 2001). When program files are mixed with other files, the program files can be disrupted resulting in system failures. To improve the effectiveness of this system the computer hard disk can be partitioned. This will enable users to save program files in one partition and other files in other partitions. The partitions are designated ‘C’, ‘D’, and ‘E’. Program files are saved or directed to C.
Files can also be sorted by date. Files that have been recently created come first. Files and folders may be saved under names which depict date or year of creation. This method is useful for some types of files (Fernando et al, 1962). For instance, personal budgets or financial statements are often arranged in this manner.
To ensure that the file system is effective and efficient, consistent naming system is used. Files are given names based on content each contains. This method is maintained at all times to ensure that confusion does not arise (Robert et al, 1952). The names are kept short to ensure that they can easily be located when using search options. Short names are also easy to remember. Instead of using long names, the names are structured to get progressively short names.
For some files color coding can be used. Folders can be named and colored in a particular way. For example, similar files can be given the same color for easy identification.
This method of storing data on a computer has two major advantages. First, enhances the performance of the computer. This is because files are arranged in a logical and meaningful way thus permitting unnecessary files to be removed. This frees space which increases the speed of the computer. Second, it makes work easier for the user. Users of a certain computer can locate files easily thus saving time. This can then translate to increased productivity.
Popular Science Magazine (1950). Web.
Robert, S et al (1952). “Punched Cards: Their Applications to Science and Industry.” Web.
Martin, H. (1961). “Ballistic Research Laboratories Report #1115.” Web.
Fernando, J et al (1962). “An Experimental Time-Sharing System.” Web.
Jerome, H. (2001). “CTSS Technical Notes. Project MIT-LCS-TR016.” Web.