Deck 11: Managing Physical Records

Question 1

For the alphabetic storage method, sorting is determining the filing segment by which the record is to be filed.

Answer 1

False

Question 2

Vital and important records of a business should be backed up, in either physical or electronic form.

Answer 2

True

Question 3

When indexing foreign government names, the English translation is used for indexing.

Answer 3

True

Question 4

Which of the following items is used to separate the file drawer into sections?

A) File guide
B) File folder
C) Hanging folder
D) Out guide

Question 5

The accuracy and efficiency of tracking physical records can be improved using bar codes.

Question 6

Records management is the systematic control of records, from the creation or receipt of the record to its final disposition.

Question 7

For alphabetic indexing, all punctuation is considered when indexing personal and business names.

Question 8

Confidential information is data that should be kept private or secret from those who are not authorized to have access to this information.

Question 9

Most applications of microform storage are for records that are accessed frequently.

Question 10

In which of the following areas may records have value to a business?

A) Legal
B) Financial
C) Historical
D) All the above

Question 11

A subject filing system can be a direct or indirect access system.

Question 12

A sheet of film that contains a series of images arranged in a grid pattern is called:

A) roll microfilm.
B) microfiche.
C) a microform.
D) Both B and C

Question 13

For alphabetic indexing, a title before a name (Dr., Miss, or Mr.) is the first indexing unit.

Question 14

Documents that have no continuing value to the organization are still considered records and should be kept.

Question 15

Vertical drawer cabinets are the traditional storage cabinet for physical records.

Question 16

For chronological filing, physical records are arranged by reverse date order within a file folder.

Question 17

When preparing labels for file folders:

A) key label captions in all lowercase letters with no punctuation.
B) begin the caption about 1 inch from the left edge of the label.
C) key the name on the label in correct indexing order.
D) All the above

Question 18

For the alphabetic storage method, a special folder holds records for names that do not have enough records (usually three to five records) to warrant an individual folder.

Question 19

As an administrative professional, you generally will be the person who creates a retention schedule for the company's records.

Question 20

What is the second phase of the records life cycle?

A) Creation or receipt of the record
B) Distribution of the record to people who use the information
C) Filing and retrieving the record
D) Disposition of the record

Question 21

Records are continuously transferred from the active to the inactive files when using the:

A) perpetual transfer method.
B) active transfer method.
C) inactive transfer method.
D) periodic transfer method.

Question 22

Which storage method requires that each record be read completely to determine the filing segment?

A) Alphabetic storage method
B) Numeric storage method
C) Geographic storage method
D) Subject storage method

Question 23

Which of the following is the correct order for files stored in an alphabetic storage system?

A) Third Street Cleaners, Over 50 Club, 1 Stop Shop, 4th Avenue Bakery
B) 1 Stop Shop, Third Street Cleaners, 4th Avenue Bakery, Over 50 Club
C) 1 Stop Shop, 4th Avenue Bakery, Third Street Cleaners, Over 50 Club
D) 4th Avenue Bakery, Third Street Cleaners, 1 Stop Shop, Over 50 Club

Question 25

Which of the following requires a cross-reference in an alphabetic storage system?

A) Personal names that may be requested under a different name
B) Names that sound the same but have different spellings
C) Businesses that have changed their names
D) All the above

Question 26

Which storage method uses the letters of the alphabet to determine the order in which a record is filed?

A) Alphabetic storage method
B) Numeric storage method
C) Geographic storage method
D) Subject storage method

Question 27

Which of the following is the correct order for storing files using the terminal-digit storage method?

A) 14 87 23, 22 57 49, 16 58 49, 15 58 69
B) 15 58 69, 14 87 23, 16 58 49, 22 57 49
C) 22 57 49, 16 58 49, 15 58 69, 14 87 23
D) 14 87 23, 15 58 69, 16 58 49, 22 57 49

Question 28

Which of the following is the correct order for storing files using the consecutive numeric storage method?

A) 15 63 45, 16 58 49, 14 87 23, 22 57 63
B) 14 87 23, 15 63 45, 22 57 63, 16 58 49
C) 14 87 23, 15 63 45, 16 58 49, 22 57 63
D) 22 57 63, 15 63 45, 16 58 49, 14 87 23

Question 29

Records with historical value that are preserved permanently are called:

A) active records.
B) working records.
C) archive records.
D) Both A and B

Question 30

Which of the following is the correct order for files stored in an alphabetic storage system?

A) Father Joseph, Mr. Joe's Pizza, Dr. James J. O'Malley, The Dollar Store
B) The Dollar Store, Father Joseph, Mr. Joe's Pizza, Dr. James J. O'Malley
C) Dr. James J. O'Malley, Father Joseph, Mr. Joe's Pizza, The Dollar Store
D) Dr. James J. O'Malley, The Dollar Store, Father Joseph, Mr. Joe's Pizza

Question 31

Which storage method requires the use of an accession log?

A) Alphabetic storage method
B) Numeric storage method
C) Geographic storage method
D) Subject storage method