Deck 8: Storage of Business Records

Question 1

An electronic code at the bottom of a document includes the following data: Bldg.C/Crichton/Letter/Ref.MJRadick.
It is likely that the second listing is the:

A) office location.
B) originator.
C) directory name.
D) document name.

Answer 1

originator.

Question 2

A file that includes items to be completed in the future is referred to as a/the:

A) chronologic system.
B) alpha system.
C) numeric system.
D) tickler file.

Answer 2

tickler file.

Question 3

Which of the following names would be filed first in alphabetical order, and which name would be filed last? 1. Harold O. Smith
2) Richard Smythe
3) Ronald Smythe
4) Rick Smith
5) Ricardo M. Smith

A) 1 and 3
B) 2 and 4
C) 1 and 5
D) 2 and 5
E) 1 and 4

Answer 3

1 and 3

Question 4

When storing a document electronically, coding should be placed at the bottom of the document indicating the originator, directory name, and document name for easy retrieval. A subdirectory may be used if necessary.

A) The first statement is true and the second statement is false.
B) The first statement is false and the second statement is true.
C) Both statements are true.
D) Both statements are false.

Question 5

Electronic coding used in filing documents generally is:

A) placed at the bottom of the document.
B) placed at the top-right of the document.
C) entered in a notebook.
D) entered onto a separate disk.

Question 7

___ is the way to determine under which name an item needs to be filed.

A) Inspecting
B) Indexing
C) Coding
D) Sorting

Question 8

A chronologic filing system is a method of filing by date. An example of such a filing system is a recall.

A) The first statement is true and the second statement is false.
B) The first statement is false and the second statement is true.
C) Both statements are true.
D) Both statements are false.

Question 9

Which of the following dental supply companies would be filed first in alphabetical order, and which company would be filed last?
1) Davis and Davis Laboratory
2) Quick Copy
3) Apex Dental Supplies
4) Albert D. Apple Laboratory
5) QT Surgical Supply
6) Community Pharmacy

A) 3 and 2
B) 3 and 5
C) 4 and 2
D) 4 and 5

Question 10

The act of removing records from files, using proper "charge-out" methods, is referred to as:

A) cross-referencing.
B) storing.
C) retrieval.
D) alphabetizing.

Question 11

A file that serves to remind an administrative assistant of a task that needs to be performed is known as a:

A) facsimile.
B) recall.
C) word processing.
D) tickler.

Question 12

When a patient chart has been removed from the filing cabinet, an out-folder is used to denote where the patient chart has been taken.

Question 13

Which term applies to staff members being alerted in some way that a record normally kept in a specific location has been stored elsewhere?

A) Cross-referencing
B) Retrieval
C) Coding
D) Indexing