Deck 6: Storing, Retrieving, and Transferring Records

Question 1

Physical records and web records, including wiki and blog records, go through the same life cycle stages. ​

Answer 1

True

Question 2

The person who stores a record should also be the person who removes it from storage when it is requested. ​

Answer 2

True

Question 3

A commercial records center is not a storage area specifically designed for storing inactive records. ​

Answer 3

False

Question 4

Knowing when records have been removed from storage is not important. ​

Question 5

Bar code and RFID tracking is rarely incorporated into records center software. ​

Question 6

Using an inactive records index is part of a records center ' s control procedures. ​

Question 7

Wikis and blogs never include any business-related information that should be considered records. ​

Question 8

Records and information managers recommend using varying sizes and types of boxes when transferring inactive records to storage.

Question 9

A records requisition is always sent with boxes transferred to a records center. ​

Question 10

Documents resulting from online transactions, such as job applications, are not considered as part of a records series for retention purposes. ​

Question 11

The office of record maintains the official copy of a record. ​

Question 12

Retention periods for records are based on the type of media on which the records are stored. ​

Question 13

Records borrowers may request an extension if they need a record longer than one week. ​

Question 14

An OUT indicator is placed into a file to indicate where records were removed.

Question 15

Before a records inventory is conducted, the RIM manager determines the value of each record to determine its retention period. ​

Question 16

A records hold will result in a suspension of regularly scheduled records destruction.

Question 17

How accessible records should be is not crucial information when developing a records retention schedule. ​

Question 18

E-mail, instant, or text messages sent and/or received by an organization may be considered records or nonrecords, depending on their content. ​

Question 19

Inactive records do not need to be readily available. ​

Question 20

The name of the person that took a record from the storage system is not needed on a charge-out log. ​

Question 21

Records center software is designed to improve productivity and help employees provide faster service. ​

Question 22

A person who is educated and trained to handle archival materials is called ​

A)an archivist.
B)a certified records manager.
C)a records management supervisor.
D)Both a and b

Question 23

When records are no longer being requested on a regular basis and records storage space is limited,

A)more storage equipment should be purchased.
B)inactive records should be transferred to inactive records storage.
C)inactive records should be destroyed .
D)a records inventory is needed.

Question 24

Records analysts define three groups of records according to the degree of records activity. These three groups are

A)active, periodic, and archives.
B)active, inactive, and archives.
C)inactive, perpetual, and archives.
D)active, onsite, and archives.

Question 25

The categories of records values are ​

A)important, useless, and nonessential.
B)vital, important, and useless.
C)essential, important, vital, and useful .
D)nonessential, useful, important, and vital.

Question 26

A systematic guide for finding specific records within a larger body of information is ​

A)a records requisition.
B)a charge-out log.
C)an index.
D)an OUT guide.

Question 27

How often are active records transferred to inactive storage when using the periodic transfer method? ​

A)usually once or twice a month
B)every other month
C)usually once a year
D)every six months

Question 28

A tickler file that contains requisition forms filed by dates that records are due back in an inactive records center is a

A)charge-out and follow-up file.
B)destruction date file.
C)date index.
D)None of the above

Question 29

Which of the following components are part of a RFID system?

A)a transceiver/reader
B)a transfer form
C)a transponder
D)Both a and c

Question 30

Which of the following documents may be considered records, depending on the content?

A)e-mail and instant messages
B)Wiki and blog entries
C)job applications
D)All of the above

Question 31

Policies and procedures relating to what documents to keep, where to keep them and in what type of environment, and how long to keep them are the basis of a ​

A)data security plan.
B)records retention program.
C)data destruction program.
D)None of the above

Question 32

A pick list may accompany a records requisition when a borrower needs specific records for a project. ​

Question 33

A list of all records in an inactive records storage center is

A)a charge-out and follow-up file .
B)a destruction file.
C)an inactive records index.
D)None of the above

Question 34

An inactive records index can be manually or electronically maintained. ​

Question 35

When the perpetual transfer method is used, records are transferred from active to inactive storage areas at the end of a stated period of time. ​

Question 36

Which of the following forms is used to request a record that is out of the file?

A)OUT form
B)records retention schedule
C)requisition form
D)on-call form

Question 37

A detailed listing of an organization ' s records that includes the types, locations, dates, volumes, equipment, classification system, and usage data is a

A)records inventory.
B)records disposition schedule.
C)records series.
D)records retention schedule.

Question 38

Which transfer method is used when records are continually transferred from active to inactive storage areas whenever the records are no longer needed for reference? ​

A)periodic
B)one-period
C)perpetual
D)ongoing

Question 39

A requisition form is usually not needed for an authorized inspection of confidential records, but a record of the persons inspecting the records is kept. ​

Question 40

A tickler file containing copies of forms completed when records are received in a records center and detailing when the records are scheduled to be destroyed is

A)an index file .
B)a destruction date file.
C)an inactive records folder.
D)a charge-out log.