File Management System

File Management System

A File Management System or a File Manager is a software which manages the data files in your computer’s operating system or a database management system. It is designed to manage single files or a group of files and has limited capabilities. A file management system should not be confused with a ‘file system’. The tracking mechanism of a file management system helps it display details like the name of the owner of the file, the date of creation of the file, and other similar features.

The objectives of a file management system are:

·        Ensuring the validity of the data in the file

·        Meeting the data management needs of the user

·        Optimizing the performance

·        Providing an I/O support for different types of storage devices

·        Minimizing the possibility of data loss

·        Providing standard I/O interface routines

·        Offer I/O support for multiple users

In a good file management system a user should be able to:

·        Create, Read, Write, Modify, and Delete files

·        Have a controlled access to the files created by other users

·        Control the type of access other users can have to the files created by him

·        Move data between files

·        Backup his files and recover them during exigencies

Based on the objectives and user expectations, a file management system should perform the following functions:

·        Identification and location of a specific file

·        Describing the location and file attributes using a directory

·        Describing the user access control in a shared system

·        Ability to block files if access not awarded

Apart from these functions, an efficient file management system should have minimum redundancy in data – an exception can be when redundancy is needed for indexing. It should also be simple to maintain and reliable.

In simple words, a file management system should make it easier for the user to find documents – if it doesn’t, then the purpose is defeated. It should make filing easier and less tiring. Also, retrieving information should be simple. Another important aspect is that it should not be dependent on the IT administrator managing it. The structure should be easy to understand and implement. It should also be flexible and grow with the business.

In today’s times, sharing documents is a regular practice in organizations. While it makes life easier, it also makes your system vulnerable to attacks. By implementing a file management system which has the best privacy and security policies, you can minimize these threats. Ensure that users can access important files only if they have been authorized to do so.

When selecting a file management system for your organization, ensure that you understand how it works and whether it meets your requirements of user management, encryption, security, compliance, updates, maintenance, and lifecycle management. A good file management system can benefit you in many ways.