File

Definition

A “file” has multiple meanings depending on the context in which it is used:

Organization for Retrieval: To place material in a given order for accessible retrieval (e.g., alphabetically, numerically, chronologically, geographically, or by subject).
Data Storage: A collection of stored information in a digital format. Computer files store data such that the computer can read from or write to the file. Examples include magnetic tape, floppy disks, CDs, or hard disks.
Formal Document Submission: The act of formally submitting a document to an office, agency, or legal system. For instance, filing an income tax return or a court document.

Examples

Organization for Retrieval:
- Filing business invoices in chronological order ensures they are easy to locate during audits.
- Alphabetically filing patient records for quick and easy retrieval.
Data Storage:
- Storing a Word document on a hard drive for future editing.
- Saving a backup of software code on a cloud storage solution.
Formal Document Submission:
- Filing an annual income tax return with the IRS.
- Submitting legal briefs to a court.

Frequently Asked Questions (FAQs)

What are the ways to file physical documents for easy retrieval?

Physical documents can typically be filed alphabetically, numerically, chronologically, geographically, or by subject, depending on what makes them easiest to access.

How is data stored in a computer file?

Data in a computer file is encoded in a format that makes it possible for computers to read (input data) and write (output data). The data can be stored on storage media such as magnetic tape, floppy disks, CDs, or hard disks.

What does it mean to file a document?

Filing a document refers to formally submitting it to an official body, such as an office, agency, or legal system. Examples include submitting tax forms or legal papers.

Folder: A virtual container within computing systems used to organize files.
Archive: A place where files and records are stored for long-term preservation.
Backup: A copy of files and data stored separately to prevent data loss.
Database: An organized collection of data held in a computer, typically stored and accessed electronically.

Online References

Suggested Books for Further Studies

“Effective Filing Systems” by Joan Lambert.
“The Data Warehouse Toolkit: The Definitive Guide to Dimensional Modeling” by Ralph Kimball.
“Information Management for the Intelligent Organization” by Chaomei Chen.
“Digital Preservation for Libraries, Archives, and Museums” by Edward M. Corrado and Heather Moulaison Sandy.

Fundamentals of File: Communications Basics Quiz

### Which of the following is NOT a common method for organizing physical files? - [ ] Alphabetically - [x] Randomly - [ ] By subject - [ ] Chronologically > **Explanation:** Files are generally organized alphabetically, by subject, or chronologically for easy retrieval. A random organization does not facilitate efficient access. ### What storage mediums are generally used for computer files? - [x] Magnetic tape - [x] Floppy disks - [x] CDs - [x] Hard disks > **Explanation:** All these options (magnetic tape, floppy disks, CDs, and hard disks) are common storage media used for computer files. ### What does filing an online tax return mean? - [x] Formally submitting tax return documents to the IRS via the internet - [ ] Printing and mailing tax documents - [ ] Keeping a record of your expenses - [ ] Calculating your taxes > **Explanation:** Filing an online tax return involves formally submitting your tax return documents to the IRS using the internet. ### Which of the following best describes a 'folder' in computing? - [ ] A physical binder for papers - [x] A virtual container used to organize files - [ ] A type of data storage device - [ ] An online account > **Explanation:** In computing, a 'folder' is a virtual container used to organize files. ### What might an 'archive' refer to in the context of data storage? - [ ] A temporary storage location - [ ] A software program - [x] A place for long-term storage and preservation of files - [ ] An immediate accessible storage > **Explanation:** An archive refers to a place where files and records are stored for long-term preservation. ### What type of file submission is NOT typical in a legal setting? - [ ] Court briefs - [ ] Petitions - [ ] Legal contracts - [x] Shopping Lists > **Explanation:** Shopping lists are not documents typically filed in a legal setting; documents such as court briefs, petitions, and legal contracts are. ### What is a defining feature of a 'backup' file? - [x] It is a copy of important files kept to prevent data loss - [ ] It is the original file - [ ] It is an encrypted file - [ ] It is a file stored only on paper > **Explanation:** A backup file is a copy of important data stored separately to prevent loss in case the original data is compromised. ### In what ways can an electronically stored file be accessed? - [x] Read from it - [x] Write to it - [ ] Transform it into paper data - [ ] Store it in any folder > **Explanation:** Electronically stored files can typically be accessed to read from and write to. ### Which of the following is not a characteristic of a database? - [ ] Organized collection of data - [ ] Data held in a computer - [x] Random and unorganized data - [ ] Typically accessed electronically > **Explanation:** A database is an organized collection of data usually held and accessed electronically. Random and unorganized data is not a characteristic of a database. ### What does chronologically organized files mean? - [ ] Organized by size - [ ] Organized alphabetically - [x] Organized by time/date - [ ] Organized by color > **Explanation:** Chronologically organized files are organized by time or date.

Thank you for exploring the concept and functions of files. Keep pushing the boundaries of your knowledge in communications and data management!