Lesson 2

What is good file management?

Computer Hardware and Software
 Avoid saving unnecessary
documents.
File Management and Transferring Data  Follow a consistent method for
naming your files and folders.
File management on a computer is similar
 Store related documents together,
to filing documents in a filing cabinet
whatever their type.
Folders are stored on a drive in a computer.  Separate ongoing work from
completed work.
Data is stored on and retrieved from a disk
 Avoid overfilling folders.
drive. Each drive will indicate the type of
 Organize documents by date.
storage medium, for example, whether it is
 Make digital copies of paper
a hard disk, USB drive, CD, DVD, or so on.
documents.
Why is file management important?
File management is important because it Basic file management refers to a way to
defines how easily and quickly an name, save, backup, organize files/folders
organization can locate and access files. and keep track of files on a computer.
Every digital file that you generate or
The main components of file management
receive has to be dealt with appropriately,
are the storage of data, the file metadata,
and file management can be beneficial in
and the filesystem.
this process.
Why is file system important? Seven steps how to organize your
paperwork:
User data. The most important purpose of a
file system is to manage user data. This 1. Separate documents by type. ...
includes storing, retrieving and updating 2. Use chronological and alphabetical
data. Some file systems accept data for order. ...
storage as a stream of bytes which are 3. Organize your filing space. ...
collected and stored in a manner efficient 4. Color-code your filing system. ...
for the media. 5. Label your filing system. ...
6. Dispose of unnecessary
Examples of File Management Tool: documents. ...
eFileCabinet. 7. Digitize files.
Microsoft OneDrive.
Dropbox. FOLDERS
Apple iCloud.
Google Drive. A Windows operating system organizes its
drives, folders and files in a hierarchical
folder structure. Files are stored on a A file name is used to identify a file on the
computer inside folders. Folders are used to computer. This is the best method of
organize a computer’s files so that it can be organizing files and folders on the computer.
found easier. A folder will contain sub- Naming files properly helps you to navigate
folders and then files. and locate files and folders easily.
The different drives, such as the different A file-naming convention (FNC) helps keep
hard drives, CD/DVD drive, USB drives, as the computer clutter-free and allows you to
well as network drives, are found in the row do the following:
below the root. Folders linked to the specific
• Know the contents of a file before you
drives are then shown in the next row.
open it
Any sub-folders and files found in the folder • Navigate through long lists of files for the
above are shown in the next row. This one that you are looking for
pattern continues until the final row only • Store different versions of the same
contains files. document by naming them according to
date
The highest level of the tree structure of a
drive is, therefore, called the root directory
and is stored on the hard-disk drive of a
Best practices for naming files:
computer. The documents then form a sub- • Keep file names short, but meaningful.
folder of the root directory C-drive, which is • Include useful information, such as the
written as C:\. name of the project or document on which
you are working.
• Include the version number (e.g. v1 or -v1)
File path shows the location of where a file, and the date if there is more than one more
web page, or other item is located on the version. Dates should always appear as
computer. The file path shows you to which yyyy/mm/dd to organize the files in order.
storage device the file is saved (i.e. the drive
letter), in which folder and sub-folders the
file is saved, the name of the file and finally, Things to avoid when naming files:
the type of file (given by the file extension). • Symbol characters, such as “\ / < > | “ ?
[ ] ; = + & $ α β”
• Abbreviations that are not easy to
understand
• Simple words, such as “draft”, “current” or
“document”.

FILE TYPES
• Text files
• Document files file to email is one of the best ways to
transfer data to another computer.
• Locked document files
Transferring files via email can have its
• Web pages
limitations. Executable files, large files, and
• Archives and compressed files files with less common extensions are
usually blocked by corporate spam filters
• Presentation files
and bandwidth limitations. Although email
• Spreadsheet files limits access to the people you send it to,
that doesn’t mean that it’s secure.
• Database files
 Use External Hard Drives and Media
• Image files
Devices For Larger Data Transfers
• Animation files
Copying data onto external hard drives,
• Video files thumb drives, or other storage devices is
another way to transfer data. Moving
• Audio files
individual files or backing up the entire
• Adobe Acrobat system from one computer to another is
quick and easy- and in most cases it’s plug
and play!
The Best Ways To Transfer Data From  Cloud Storage Solutions Are Great
One Computer To Another: for Continuous Data Transfer
File sharing sites or File Transfer Protocol Cloud Storage is one of the most popular
(FTP) is still commonplace for data transfer and easiest to use method for file sharing in
in businesses today, there are several new today’s digital world.
methods that you can utilize to help you
move data from one hard drive or computer Cloud Storage gives you the ability to cut
to another. costs, improve productivity and access, and
gives your employees the freedom to access
User-friendly cloud services, external and upload their files with one click of the
media or storage devices can quickly and mouse.
effortlessly transfer files – it’s usually as
easy as plug and play! There’s no hardware (besides your
computer) required

 Email Attachments Make Small Data

Transfers Easy  FTP- The Most Reliable Data
Transfer System
If you’re not looking to transfer a large
amount of data, attaching a document or This type of data transfer system is usually
utilized for websites and complicated file
systems- it’s not something you need to use Different types of network security
on a regular basis if you can avoid it. controls:
No Matter What Data Transfer System You Physical Network Security - designed to
Use- Encrypt Your Files! prevent unauthorized personnel from
gaining physical access to network
components such as routers, cabling
Networked Systems and Security cupboards and so on. Controlled access,
Network security is any activity designed to such as locks, biometric authentication and
protect the usability and integrity of your other devices, is essential in any
network and data. organization.
Technical Network Security - protect data
➢ It includes both hardware and software
that is stored on the network or which is in
technologies.
transit across, into or out of the network.
➢ It targets a variety of threats. Protection is twofold; it needs to protect
data and systems from unauthorized
➢ It stops them from entering or spreading
personnel, and it also needs to protect
on your network.
against malicious activities from employees.
➢ Effective network security manages Administrative Network Security - consist
access to the network. of security policies and processes that
Network security is a broad term that control user behavior, including how users
covers a multitude of technologies, devices are authenticated, their level of access and
and processes. In its simplest term, it is a set also how IT staff members implement
of rules and configurations designed to changes to the infrastructure.
protect the integrity, confidentiality and
Types of network security
accessibility of computer networks and data
using both software and hardware Network Access Control
technologies.
To ensure that potential attackers cannot
infiltrate your network, comprehensive
access control policies need to be in place
How does network security work? for both users and devices. Network access
There are many layers to consider when control (NAC) can be set at the most
addressing network security across an granular level. For example, you could grant
organization. Attacks can happen at any administrators full access to the network
layer in the network security layers model, but deny access to specific confidential
so your network security hardware, folders or prevent their personal devices
software and policies must be designed to from joining the network.
address each area.
Antivirus and Antimalware Software protecting assets and the integrity of data
from external exploits, network security can
Antivirus and antimalware software protect
also manage network traffic more
an organization from a range of malicious
efficiently, enhance network performance
software, including viruses, ransomware,
and ensure secure data sharing between
worms and trojans. The best software not
employees and data sources.
only scans files upon entry to the network
but continuously scans and tracks files.
Firewall Protection Hardware/Software Functions and
Firewalls, as their name suggests, act as a Maintenance
barrier between the untrusted external Hardware
networks and your trusted internal network.
Administrators typically configure a set of the umbrella term used to describe the
defined rules that blocks or permits traffic physical collection of elements that
onto the network. For example, Forcepoint's complete a whole computer system.
Next Generation Firewall (NGFW) offers Hardware encompasses the external tools
seamless and centrally managed control of that allow users to operate a computer,
network traffic, whether it is physical, such as the keyboard and mouse, outer
virtual or in the cloud. elements of the machine such as the
monitor and tower, and internal
Virtual Private Networks components like the motherboard, graphics
Virtual private networks (VPNs) create a card, and data storage.
connection to the network from another Software
endpoint or site. For example, users working
from home would typically connect to the is the term used to define the sets of code,
organization's network over a VPN. Data data, and instructions stored on the
between the two points is encrypted and computer’s hard drive that operate the
the user would need to authenticate to machine from behind the scenes. In other
allow communication between their device words, software allows a computer to
and the network. Forcepoint's Secure actually perform tasks, without software,
Enterprise SD-WAN allows organizations to computer hardware would be entirely
quickly create VPNs using drag-and-drop useless. Application software gives
and to protect all locations with our Next functionality to an app, which will then run
Generation Firewall solution. on operating software within a computer.

Network security for businesses and

consumers
Network security should be a high priority
for any organization that works with
networked data and systems. In addition to
Computer Security Threats is the term used to describe an entity
obtaining the confidence of the victim for
Malware the purpose of gathering information,
Short for malicious software, malware is the committing fraud, or gaining access to a
umbrella term used to describe a variety of system.
intrusive or hostile software including: Spam
worms, viruses, trojan horses, ransomware,
adware, scareware, and spyware. is the use of electronic messaging systems
to send unsolicited advertising or messages
Virus repeatedly to a person or on a website.
is a type of malevolent program that Originates from a Monty Python sketch, in
replicates itself by altering other computer which the luncheon meat spam featured in
programs and implanting its own code. every recipe, and most people use the term
spam to refer to excessive or unwanted
Spyware emails
can be categorized into four different types Password Cracking
– system monitors, trojans, adware, and
tracking cookies. Gathers personal or is the recovery of passwords or data
business information without the victim’s through repetition for the purpose of
consent or knowledge, or to gain control of gaining unauthorized access to a system, or
a device in secret. to recover a forgotten password.

Ransomware Browser Hijackers

is software that aims to block the victim is a form of malicious software that aims to
from accessing their files, or threatens to modify a user’s web browser settings by
publish sensitive information unless a injecting advertisements onto their
ransom is paid. homepage without consent. The software
may replace the victim’s error pages, home
Phishing page, or search pages with its own, which
By disguising itself as trustworthy, the name are often used to drive traffic to a particular
given to attempts at gaining information website.
such as passwords, credit card details, and Computer Worm
usernames for malicious purposes. Usually
carried out in the form of an email or is a type of malware with the singular
instant message that directs the victim to a purpose of replicating itself in order to
fake website that looks identical in spread to other computers and devices. It
appearance and feel to the original. often exploits weaknesses in the target
device’s security in order to gain entry.
Social Engineering
Anti-Virus
Also known as anti-malware software, is a
type of computer software that is installed
To decide whether or not to upgrade, the
to prevent, detect and remove malicious
Technology Oversight Committee needs to
software.
evaluate whether the changes in the
two different antivirus software can software provide more potential benefits
interfere with each other and provide lower than risks.
protection.

Benefits should be assessed based

Maintaining Software on:
Product maintenance agreements should be
➢ impact on user productivity
negotiated at the time of initial purchase or
at the time that the software application is ➢ ongoing costs/savings
being developed.
➢ addition of useful functions
Upgrading Software
➢ addition of useful content
"New" releases are more recent versions of
a software application that the developer Risks and costs should be based on:
has published, either to enhance features ➢ costs for potential temporary loss of
and functions or to correct problems in an productivity
earlier release.
➢ costs for retraining
If the organization has been keeping up with
its maintenance payments, it has the right ➢ new hardware, operating systems, or
to receive to new releases when they networks required by the upgrades
become available.
However, this does not necessarily mean
that it must, or even should, upgrade to
new releases.
One thing to keep in mind is that upgrades
should be assessed relative to the
organization's current system architecture,
network architecture, and other relevant
guidelines.
For an upgrade to be desirable, it must be
consistent with established standards and
contribute toward the organization's overall
vision for technology.