Difference between computer files and manual files - SS2 ICT Lesson Note

Computer files and manual files are both methods of organizing and storing information, but they differ in various ways. Let's explore the differences between them, the advantages of computerized files, and their limitations.

Difference between computer files and manual files:

Physical vs. Digital: Manual files are physical documents stored in folders, cabinets, or boxes, while computer files are digital documents stored on electronic devices like computers, servers, or cloud platforms.

Access and Retrieval: Computer files allow quick and easy access through search functions and indexing, while manual files require manual searching and may lead to time-consuming retrieval.

Space and Storage: Manual files take up physical space and can accumulate over time, requiring larger storage areas. Computer files require digital storage space, which can be easily expanded as needed.

Duplication and Backup: Computer files can be easily duplicated and backed up, reducing the risk of losing important information. Manual files may have limited duplication options and are vulnerable to damage or loss.

Sharing and Collaboration: Computer files can be shared instantly over networks or through the internet, enabling efficient collaboration. Manual files require physical transfer, slowing down the collaborative process.

Modification and Updates: Computer files can be edited, updated, and revised without the need to create entirely new documents. Manual files may require creating new versions or amendments.