-Use descriptive names. Give your files and folders descriptive names, and avoid using cryptic abbreviations.
-Maintain file extensions. When renaming a file, keep the original file extension so that you can easily open it with the correct application software.
- Group similar files. Separate files into folders based on subject matter.
- Organize your folders from the top down. When devising a hierarchy of folders, consider how you want to access files and back them up.
- Do not mix data files and program files. Do not store data files in the folders that hold your software.
Fig. 5: The Windows Explorer window
- Don’t store files in the root directory. Although it is acceptable to create folders in the root directory, it is not a good practice to store programs or data files in the root directory of your computer’s hard disk.
- Access files from the hard disk. For best performance, copy files from floppy disks or CDs to your computer's hard disk before accessing them.
- Delete or archive files you no longer need. Deleting unneeded files and folders helps keep your list of files from growing to an unmanageable size.
- Be aware of storage locations. When you save files, make sure the drive letter and folder name specify the correct storage location.
- Back up! Back up your folders regularly.
Physical file storage
Before a computer can store a file on a disk, CD, or DVD, the storage medium must be formatted. The formatting process creates the equivalent of electronic storage bins by dividing a disk into tracks and then further dividing each track into sectors. Tracks and sectors are numbered to provide addresses for each data storage bin. The numbering scheme depends on the storage device and the operating system. On floppy, Zip, and hard disks, tracks are arranged as concentric circles; on CDs and DVDs, one or more tracks spiral out from the center of the disk.
To speed up the process of storing and retrieving data, a disk drive usually works with a group of sectors called a cluster or a “block”. The number of sectors that form a cluster varies, depending on the capacity of the disk and the way the operating system works with files. A file system's primary task is to maintain a list of clusters and keep track of which are empty and which hold data. This information is stored in a special index file. If your computer uses the FAT32 file system, for example, this index file is called the File Allocation Table (FAT). If your computer uses NTFS, it is called the Master File Table (MFT).
When you save a file, your PC’s operating system looks at the index file to see which clusters are empty. It selects one of these empty clusters, records the file data there, and then revises the index file to include the new file name and its location.
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