Chapter 6 – Organizing and Managing Sofware and Data
Managing and Controlling Packaged Software
The Locus of Control over Software Packages [individual vs. department vs. corporate]
Version Control of Software Packages [multiple versions; retraining]
Decision Processes for New Versions and Upgrades
Trade-offs in decision to install new version of software package
New features/capabilities
Easier/faster to use?
Fit with organization/group
Learning costs
Training/consultation costs
Dual processing losses
Installation/conversion costs
Software costs
Organizational Considerations in Package Selection and Upgrades
Training [
peer experts
]
Cooperative work [
backward compatability
]
Approach to Individual Analysis of Replacement Packages and Upgrades
Organizing Directories
Conceptual Basis for Directory Structure [
hierarchical search process
]
A Task-oriented Directory Structure
Directory Structures and Software Packages
Individual vs. Workgroup and Organizational Directories
Finding Directories and Files
Naming Conventions -
user-defined keywords
[DOS 8.3 names]
Names should result in grouping and ordering that will be useful for an individual
Names should be meaningful in identifying the contents
Names should be designed to facilitate file retrieval rather than reflect file creation
Retrieval Methods
Sorting and displaying directories by the date the files were last written
Sorting on file attributes other than name and date
"Viewing a file" without opening it
Maintaining Integrity of Data and Software
Undoing and Deleting Mistakes [
wastebasket/recycle bin
]
Backup and Recovery of Data
Save while working
Separate periodic backup at timed intervals to another medium
Save backup at end of session
full backup
selective backup
differential backup
- copies all changed files since the last full(selective) backup
incremental backup
- copies all changed files since last backup
grandfather - father - son
Achiving and Retention
Archiving all files for a completed project
Archiving all files within a directory older than a certain date
Archiving all files that document the progress of a project
Individual Data Security
A simple, easily-remembered password to allow access to the system {available to other authorized supervisors]
Hidden directories and files for moderately sensitive data
A moderately difficult, random password, plus encryption for highly sensitive files.
Protection from Viruses
Sharing Data Among Applications
Is part or all of the data being copied?
Are the two sets of data of the same type (text, worksheet, etc.)
How will the copied data be changed in the file receiving it?
Is the data being copied at a point in time, or should subsequent changes in the data being copied also be made in the application receiving the copy?
File Appending [same type of data] and Importing [different types of data]
Pasting
Embedding [data is moved into file as a separate object -
OLE - Object Linking and Embedding
]
Linking [link to orginal data is established]