File Management

What Are documents?

Before computers, information, photographs and ideas were kept on paper. If you were not creating a book, then this paper had to be organised in some way. Therefore, folders were used as a way to contain similar 'documents' which means "record" or "thing with information." For example, a folder could be dedicated to "family photos" or "taxes."

Folders could then be stored in filing cabinets and drawers were dedicated to wider sub-categories, such as "Home" or "Work." That is why the 'Document' icon on your computer resembles and old folder. It represents a way for you to keep track of all of the different images and pieces of information you create on a computer.

Learn why it is still important to use the documents function on your computer below.

Imagine your folders being like Spotify Playlists. Spotify can be divided in to artists, albums, music genre and personal playlists. When you create folders in your documents, it is like you are curating your own personal playlist. You should include relevant information, like if it is Task 1 or 2, what the name of the task is and the year and semester you are working on it.

Making Folders in Documents

Creating and organizing document folders is crucial for maintaining a structured file management system for several reasons.

Effective organisation of documents makes it easier to locate files when needed. Group your files related to topics, projects or categories will save your future self stress and time.
Clear, descriptive titles make it easier to understand what each file is and where it is stored. This is especially important if you are creating folders on Google Drive where and sharing them with multiple people.
You are less likely to misplace or accidentally delete files or create unnecessary duplicates that take space on your computer if they are labelled and stored correctly.
Not every type of file can be stored and have edits made in Google Docs (for example, Photoshop Documents can only be edited on the computer itself). For this reason, it is important to also have well structured documents on your computer.

Important Note: Please keep all of your images that you take throughout the term in clearly organised and name folders within the 'Documents' folder on your computer. This will help you to find them when you need to edit, submit or create contact sheets, which are a requirement for practical tasks.

File Types

PNG (Portable Network Graphics) is a file type that supports high resolution and quality images while compressing the file size on your computer, commonly used for web graphics. It supports transparent backgrounds and is suitable for images with sharp edges and text, but it may result in larger file sizes compared to JPEG.

JPEG (Joint Photographic Experts Group) are slightly lower quality than PNG as images as they do not retain all of the original information. The benefit is that these take up very little file space and are commonly used for web images.

PDF (Portable Document Format) is a versatile file format used for sharing documents that preserves formatting and allows for easy viewing and printing across different platforms and devices. PDF files can contain text, images, and interactive elements and are commonly used for reports, forms, and ebooks. This is a high quality file type that is useful when you wish to print your work.

PSD (Photoshop Document) is a large file type that can only be opened by Adobe Photoshop. It supports layers, masks, and other advanced editing features, making it suitable for professional graphic designers and photographers. PSD files retain all the editing capabilities. This is a good file type if you have editing you wish to return to.

A raw file type is a digital image format that captures the unprocessed data directly from a camera's image sensor. It contains a wealth of information that allows for more flexibility and control during the editing process, but it requires specialized software to convert it into a viewable image. Learn more about generating RAW files with your camera and converting them on the computer here.

A screenshot is a digital image of the contents displayed on a computer, smartphone, or other electronic device at a specific moment in time. It captures a snapshot of the screen, including open windows, applications, and any visible content, which can be saved or shared for various purposes.

Class Project

You are going to set up some folders and also experiment with different types of files. Please do the following.

Instructions:

Go to the 'Documents' folder on your computer. Right click and find 'create new folder' on the pop up. Create a folder that is titled with the current year (e.g. when I am writing this, it is 2023 so that is what I would name my folder).
Within this folder, follow the same process and create another folder titled with the subject of study and the semester in the title (e.g. 'Photography, Semester 2' or 'Graphic Design, Semester1').
Find a meme, any meme (appropriate for class) on Google and click file > save image as. When the box pops up to let you save it in a folder, check in the bottom bar that this file type is a JPEG. We will all start with a JPEG file type. Then go to the folder you just created and save it here.

4. Now we are going to save this file as a few different file types. Right click on the JPEG you just saved, following the pops up go 'open with > choose another app > more apps > Adobe Photoshop.' Your image should now be open in Photoshop.

5. Save the image as a PSD by selecting File (top left) > Save As, then use the drop down on the bottom bar and select PSD. Save this in the same folder as your JPEG.

6. Following a similar process repeat those steps and select File > Save As > Photoshop PDF. Save in your subject folder.

7. Now go File > Export As > On the top right of the box that shows up, select PNG. Save in your subject folder.

8. Finally, you are going to prove that you have done the task by taking a screenshot of your folder and then putting this in your process journal. You can do this by searching for "Snipping Tool" in the task bar (which is the bar at the base of your screen).

Select 'New' and then use your cursor to click and drag the box it creates over your folder which should now have the following:

JPEG
PNG
PDF
PSD

You can now go File > Save As and save your PNG screenshot in the same folder.

Video Instructions

Document Management.webm

For Your Portfolio

C level (ish)

Create a page on your portfolio titled 'File Management.' Insert the screenshot you just created.

B level (ish)

Complete previous step.
Create a subheading for each of the file types you created.
Explain what each of the file types is, in your own words. Suggest one situation in which you may want to use that file type.

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