Deck 12: Managing Electronic Records and Mail

Question 1

Images found on the Internet are not subject to copyright laws.

Answer 1

False

Question 2

Which of the following are storage options for backing up electronic records you create?

A) Flash drive
B) Network drive
C) Storage location in the cloud
D) All the above

Answer 2

D

Question 3

When you finish your project, you should return the printer or copier to its standard settings.

Answer 3

True

Question 4

Electronic records created by an online order system are an example of:

A) individual records.
B) automated records.
C) metadata.
D) Both A and B

Question 5

The list of recipients for a mail merge operation in Microsoft Word must be in a spreadsheet table.

Question 6

As an administrative assistant, you may be authorized to answer routine requests for information addressed to the executive.

Question 7

All electronic information that you create or receive should be treated as a record.

Question 8

In some word processing programs, envelopes and labels can be created automatically for letters or other documents that contain a recipient's address.

Question 9

Selecting the proper supplies for a printing or copying job and recycling used paper are ways to control costs.

Question 10

In many organizations, all incoming mail is stamped with the date and time of receipt.

Question 11

Distribution of electronic records may be accomplished by:

A) saving a file to a network location.
B) sending a file as an email attachment.
C) sharing a file in a web meeting.
D) All the above

Question 12

Registered Mail service provides insurance for mailed items.

Question 13

For electronic records stored in the cloud:

A) security is not a concern.
B) ability to access the records when needed is a concern.
C) records retention rules do not apply.
D) Both A and C

Question 14

When creating a database to store records, you should group data into tables of related information.

Question 15

The price of services from private mail delivery companies is always lower than for similar services at the U.S. Postal Service.

Question 16

Electronic record files can be named and stored using an alphabetic, subject, geographic, or numeric arrangement.

Question 17

A Certificate of Mailing provides a mailing receipt and requires that a signature be obtained at the time of delivery.

Question 18

Entering metadata is not important for records stored as image files.

Question 19

Business clients can contract for records storage space in the cloud with companies that specialize in this service.

Question 20

Physical records that have been scanned:

A) may be stored as electronic image files.
B) may be saved in a format that can be edited.
C) cannot have associated metadata.
D) Both A and B

Question 22

A word processing file that contains settings for margins, line spacing, formatting, and page layout for a document is called a(n) :

A) template.
B) boilerplate text.
C) building block.
D) mail merge.

Question 23

When you review mail for the executive, you should:

A) make a note of missing enclosures.
B) check the figures on invoices or bills.
C) retrieve a copy of previous correspondence mentioned in a letter.
D) All the above

Question 24

Which of the following printer features allows you to make the copy larger or smaller than the original?

A) Reduction and enlargement
B) Automatic document feeding
C) Editing
D) Duplexing

Question 25

An "all-in-one printer":

A) must be used as a stand-alone unit.
B) cannot be connected to a network.
C) typically includes printing, copying, and scanning functions.
D) Both A and B

Question 26

When sorting/arranging incoming mail to deliver to the executive, which of the following should be first (on top of the stack) ?

A) Special Delivery, Registered Mail, or Certified Mail
B) Personal and confidential items
C) Interoffice communications
D) Regular business mail (First-Class Mail) from customers and clients

Question 27

When sharing a printer or copier with several people:

A) do not add paper or toner to the unit.
B) let your colleagues go first if they have only a few pages to copy.
C) do not attempt to fix a paper jam.
D) Both B and C

Question 28

When handling email for the executive:

A) open email marked "Confidential" first.
B) do not identify yourself but write the reply as if you are the executive.
C) check for email messages at least three or four times per day.
D) ignore any messages that you cannot answer.

Question 29

When deciding which service to use to send outgoing mail, you should:

A) not be concerned with the mailing cost.
B) disregard the need for delivery confirmation since this is provided with all services.
C) consider when the envelope or package should reach its destination.
D) Both A and C

Question 30

Mail in which category contains barcodes and can be processed by high-speed equipment by the U.S. Postal Service?

A) Machinable
B) Nonmachinable
C) Automation
D) Standard

Question 31

Which of the following U.S. Postal services is the fastest way to send envelopes and packages with guaranteed overnight delivery to many locations in the United States?

A) Priority Mail Express
B) Standard Post
C) First Class Mail
D) Priority Mail