Sample system

http://softwaretopic.informer.com/school-management-system-ppt-file/
http://www.systemtools.com

http://www.snapfiles.com/Freeware/system/fwfilemanagement.html

scope
Organizing Digital Files
Accessing the server
Organizing student files
Saving student files
Working in the computer lab
Organizing teacher files
Maintaining Digital Files
Preventing damaged and lost files
Archiving files
Managing collaborative digital work
Transferring files between school and home
Maintaining electronic records
Managing Computer Resources
Maintaining computers in the classroom
Organizing Digital Files
Every time you and your students create and save a document using a computer -- whether
a PowerPoint presentation or a Web page -- you are creating a digital file. It can be difficult
and frustrating to locate digital files later if those files are not carefully organized and
managed. Fortunately, computers are set up to make organizing and saving files a simple
and painless process.
Although you and your students can save files to the hard drive of the computer in your
classroom, it is best to save files onto the server, which is a hard drive on a separate
computer that is specifically built for storing large volumes of files. The server is connected to
every computer in the classroom and computer lab, so your students will be able to get those
files from any school computer they use. If your students begin a project in the computer lab
and need to finish the project using a computer in your classroom, they will be able to find
and work on those files with no problems if the files are on the server.

1. Accessing the server

To save work on the server, your students will first need a login, which includes a User ID
and password, to log on to the server. The easiest way to create student logins is to base the
User IDs on their names. The User ID for Teresa Sanchez could be "tsanchez." Your school
may have standards set up, so be sure to ask your technology department or computer
technician. To create student logins, write a list of your students' names and a list of the User
IDs to give to your school's technology department or computer technician.
Since younger users may find it difficult to remember individual User IDs and passwords, you
will probably want to create one generic login. A generic login is just a User ID and
password that a whole class can use to access the server. An easy-to-remember generic
login for an entire first-grade class might be a username of "First Grade" and a password of
"hello." You will need to work with your technology department or computer technician to
create a generic login.
It is important to closely supervise your students' access to the files on the server if they use
a generic login: Your students will be able to access each other's work, which means that
they could accidentally or purposefully modify or delete each other's files.

2. Organizing student files

With all this saving to the server, files could potentially be lost and precious class time
wasted looking through hundreds of documents just to find a specific file. That is why it is
critical to establish a strong and clear file structure before work begins. You can organize
digital files in digital folders, much like paper files are stored within folders in a filing cabinet.
All your folders will be created in a file structure, which is simply a system for organizing
your files in a logical way. Unlike folders in a filing cabinet, which are usually organized
alphabetically, you have a lot of flexibility in designing an electronic file structure. You can
even create folders within folders, called subfolders, to make your file structure fit the
specific needs of your classroom computer work.
For instance, let's say the file structure is organized so that each student has his or her own
folder to store digital files. Your students are working on a history project about the gold rush
and you have asked them to create a PowerPoint presentation displaying a timeline of
important events and a bibliography of their sources in Microsoft Word. You can have your
students create a subfolder called "Gold Rush" inside their own folder. They can store their
PowerPoint presentation and Word document inside the "Gold Rush" folder, which makes
those files easy to locate.
First, you will want to check with
your technology department or
computer technician to see how much
freedom you have in designing the
file structure on the server. If you

can create your own file structure,

the next step is to decide how to
organize the folders according to the
amount and type of computer work
you and your students do. If your
students mostly work on projects,
then it probably makes the most
sense to organize folders by project.
If your students do computer work
for each subject area, you might
want to create a folder for each
subject.
Take a look at our file management
suggestions to see some different
file management options. You can
also use our creating a file
structure guide if you need help
creating folders and setting up your
file structure.

3. Saving student files

When your students are working on
their digital files, it is easy for them
to accidentally save files in the wrong
place or in a location that they will
not be able to find easily again. That
is why having a file structure on the
server is so important. A file
structure gives students an
organized, consistent place to save
their files.
Make sure to direct your students
through the process of saving files so
they understand how the folders are
organized. You may find it necessary
to demonstrate the process on a
large screen that all students can
see, then continue to guide your
students through the process the first
few times they save files until they
are familiar with using the file

structure.
As part of the saving process, have
students save their work to the hard
drive of the computer they are using
while they are working. If the server
goes down, students will still be able
to access their work. They can simply
transfer the files to the server at a
later time. To manage these
temporary files, create a folder called
"Temporary Work" on the computer's
desktop.
If your school requires that students
save their files to a floppy disk,
always make sure that your students
have their floppy disks ready when
they are working on the computer.
Floppy disks are fragile and easily
lost, so it is best to designate a
special location in the classroom
where students can store their disks.
It will also be useful to give your
students guidelines for naming their
files so they can find them again
easily. Make sure your students use a
specific, unique name. If a student
uses a generic name, such as "My
English Paper," it will be hard to
determine later which student
created the file and what information
is in the file. Also, your students will
accidentally replace one file with
another file if they use the same
filename. Using a specific, unique
filename for each file will prevent
that from happening.

4. Working in the computer lab

Your students may wind up doing
some of their computer work in the
computer lab. How do you make sure
students can still find and use files
created in the lab if they want to

work on those files later in the

classroom? As long as you have
created a file structure on the server,
your students can save all of their
work on the server so that they can
access those files from any computer
in the classroom or lab. The process
for creating and saving files in the lab
will be the same as creating and
saving files in the classroom, but just
to be safe, it is best to show your
students how to access the server
from the computers in the lab.
If your students can only save their
files on a floppy disk, make sure they
have their disks in hand before they
start using the computer. It is also
important that students have a floppy
disk case to protect the disks from
getting damaged.

5. Organizing teacher files

A lot of emphasis has been placed on
organizing your students' files to
keep their digital work orderly and
easy to find. But it is important not to
forget your own digital files. Your
computer files, which could include
lesson plans, advisor letters, letters
to parents, and school trip
information, are bound to become
jumbled and difficult to manage
unless you create a file structure for
yourself.
The file structure you build for your
own files will probably be very similar
to the file structure you create for
your students. Our file structure
suggestions provide a jumping off
point for thinking about organizing
your files.

II. Maintaining Digital Files

1. Preventing damaged and lost
files
With so much work stored
electronically, the prospect of losing
some or all of that work can be
worrisome. The best way to combat
lost or damaged files is to prevent
the problem in the first place using
backups. Backups are copies of the
files on the server. If the server
crashes and files are lost, if a file on
the server gets damaged or if a
student accidentally deletes a file,
you can retrieve and use the backup
copy of that file.
The key to successful backups is
backing up files on a regular basis.
But how often should you back up
your files? The frequency of your
backups will depend on how often the
files change. Although weekly
backups are probably adequate, it is
best to create daily backups for
crucial files, such as grades. Your
technology department or computer
technician may already have
developed standards for performing
backups, so be sure to check.
If your school does not have a
backup process in place, you can
back up files in two ways:

1.Using the drag-and-drop method

2.Using backup software
With the drag-and-drop method, you
just copy the files you want to back
up from the server to your backup
location, which could be an external
hard drive, a Digital Audio Tape
(DAT) or another server. Although
the drag-and-drop method is the
simplest way to back up files, you will

have to remember to back up your

files, and you will have to manually
back up the files every time.
Because it is easy to forget your
backups or miss a file using the dragand-drop method, we recommend
using backup software, such as
VERITAS or Retrospect. This software
will back up your files automatically,
so you never need to remember to
use it. When you install backup
software, it will take some time to
select the files you want to back up
and to set up a backup schedule. But
once you configure the backup
software, you will never need to think
about backups again.
2. Archiving files
Once you and your students have a
body of digital work stored on the
server, you will probably find that
you and your students will want to
have a portable copy of that work.
Students might want to take their
work home with them after a project
is finished or they might need a copy
of their work for college or job
applications. Teachers often find it
useful to keep copies of grades or to
have a portfolio of the computer work
their students have done. If you
archive digital files, you and your
students will be able to easily view,
transport and copy all of your digital
work.
Archiving creates a permanent,
portable record for storing finalized
files, usually on CD or DVD. Digital
files are archived at the end of a
course or project, after everything
has been completed. To archive your
files, first make sure you have the
files organized and named exactly as
you would like them to appear in the

archive. At this point, it is best to

archive on CD or DVD since these
media will probably be around for
some time. The choice between these
two depends on the size of the files
you want to archive -- a CD can hold
up to 700MB and DVDs hold up to
4.7GB.
Archiving on CD or DVD requires
special software. Although you should
probably discuss archiving with your
technology department or computer
technician, we have provided some
guidelines to get you started.
For the Mac:

If your computer comes with a built-in CD/DVD super drive, the computer
already has software to create CDs and DVDs. You can access the CD
burning software from the "Special" menu. If your CD/DVD drive is
external, you will have to use a software package, such as Toast, to archive
files onto CD or DVD.
For the PC:
If your computer comes with a built-in CD/DVD burner, the computer will
usually come with software to create CDs and DVDs. If your CD/DVD drive is
external, you will have to use a software package, such as Toast, to archive
files onto CD or DVD.
If you do not have a CD or DVD
burner, you can use floppy disks or
ZIP disks to archive files. Bear in
mind that standards for digital media
are constantly changing. Archiving on
floppy disks or ZIP disks, which are
probably close to extinction, may
cause some problems. It might be
necessary to re-archive the files onto
a different medium later.

Active Directory Security

Active Directory security is determined by the following components: * Security
groups: A security group is a made up of a set of users, and is created to assign
permissions to access resources, and to assign user rights to group members.
Permissions control access to resources, while user rights define what actions
users can perform. Security groups are considered security principal accounts
because they can contain user accounts. It is the security principal accounts that
are used in authen

Refrence:
http://www.thirteen.org/edonline/ntti/resources/workshops/digital_file/practice.
html

Read

more:

http://www.ehow.com/facts_6730453_definition-file-

management-system.html#ixzz2qo8nGaee

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