A file management system provides a centralized database where files are stored. It is a group of computers in the company, which stores information on files.
For a computer file management system to work effectively, it must be located in a secure and isolated location. In addition, the system should also be accessible only to those employees who need to access it. When implemented, these basic requirements will lead to its proper functioning.
The general purpose file management system is often located in a central office or network of data centers.
This is called a centralized file management system. This will usually be set up with several computers and servers. The storage capacity depends on the size of the data that needs to be kept. Most companies use two-disk systems, with the storage capacity being 2 times the amount of available disk space. The system can also be built using three-disk storage.
With this type of system, the information is organized into files which contain information such as name, address, phone number, date of birth, etc. This information is kept by the system, which is used by employees for retrieving the data from the central storage area, in case they require it.
However, some people like to keep all their information with them on multiple disks, so they can access their information at anytime from anywhere. There are systems that support this.
The storage system is divided into several areas. One of the most important is the central office.
The central office is where the file storage is done. The central office is usually located at the corporate office, the human resources office, the accounting department, or the marketing department.
The storage system may be supported by tapes or disks. If it is an intranet, then the storage areas are in various sites, at different sites. Also, there are sub-categories of files, which are located at specific sites.
- The storage area is often used for storing documents, database and other information.
- However, there is no limit on the number of files that can be stored in the system.
- The storage capacity will depend on the size of the files that are to be stored.
- There are various file management systems that include each of the basic features. However, some systems include more features.
The file management system that you choose will depend on how much you want your information to be stored, how many file types you need, and how much you want to store, whether it is an intranet or not. It is wise to read about each of the file management systems and determine which system best suits your needs.