Storing information

Protocols for storing information

All too often computer documents are saved haphazardly or only one person knows where the information is. Using basic principles about storing information will make your life easier. Save correspondence and documents in useful categories, and ensure that draft and final versions of documents are clearly identified and dated.

Using a network

Linking an organisation's computers together helps people to share information. A basic system can link existing computers and printers to allow the sharing of files, but when more complex functions are required, a network with a dedicated server may be necessary. A server - basically a powerful PC - stores programmes and important information such as an organisational database, which can then be accessed from users' computers. It also allows all information to be regularly backed up and means that everybody is using the same version of software programmes.

Access and confidentiality

You can safeguard important or confidential material by providing a dedicated computer, with no internal organisational data stored on it, or you could use a system of passwords.

Find out more about other IT issues and examples in the In more depth section.