Deck 8: Records Management

Question 1

The common categories of records are identified below:

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

Answer 1

vital, important, useful, and nonessential.

Question 2

The numeric filing system that works with subject filing to permit more expansion is called:

A) index-digit.
B) direct-numeric.
C) terminal-digit.
D) decimal-numeric.

Answer 2

decimal-numeric.

Question 3

If you must use an index, listing the name of the person, organization, or subject to which the number is assigned, the numeric system is called:

A) direct-numeric.
B) indirect filing.
C) terminal-digit.
D) decimal-numeric.

Answer 3

indirect filing.

Question 4

Which term below names the the numeric filing system where numbers are divided into groups of digits that point to the location of the records?

A) decimal-numeric.
B) indirect.
C) direct-digit.
D) terminal-digit.

Question 5

Which one of the following statements is considered to be a disadvantage in the geographic filing system?

A) An index is required if the location is not known.
B) It provides easy access because groups of records are filed together.
C) Material can be filed alphabetically in some logical pattern.
D) It allows for direct filing if the location is know.

Question 6

Which one of the following statements does NOT fit in the description of a centralized filing system?

A) More readily achieved uniformity and consistency
B) Storage of records require less equipment and space
C) Records are more accessible
D) Greater control over the records

Question 7

Folders and guides need to be placed in the following sequential order:

A) Primary guides, individual name folders, miscellaneous folders, and special guides.
B) Primary guides, special guides, individual folders, and miscellaneous folders.
C) Primary guides, individual name folders, special guides, and miscellaneous folders.
D) Special guides, primary guides, individual folders, and miscellaneous folders.

Question 8

Which one of the following indicate the first steps in preparing paper records for filing?

A) Sort, examine, index, and code
B) Index, examine, and code
C) Sort, examine, and index
D) Examine, index, and code

Question 9

The following method provides for continually transferring files to inactive storage as a project or case is completed.

A) Perpetual
B) Inactive transfer
C) Periodic
D) None of these.

Question 10

Which one of the following statements does NOT relate to ethical principles of records management?

A) Validity of information
B) Confidentiality of personal information
C) Setting policies and standards
D) Security of physical equipment

Question 11

Which of the statements does NOT fit?

A) To create a paperless office, continue to print e-mail messages.
B) To improve the overall management of paper and electronic records, assess the existing records.
C) Standards create a professional environment of "best practice" procedures.
D) We use less paper when we use electronic calendars.

Question 12

The process of arranging units of a name in order for filing purposes is called

A) filing
B) sorting
C) categorizing
D) indexing

Question 13

Which of the following is grouped in the correct order?

A) Morgan, F.G.; Morgan, Gaylord; Morgan, Frank
B) Cox, Lillian; Cox, Lila; Cox, Leaha
C) Mayfield, J. Allen; Mayfield, Jerry A.; Mayfield, Jane
D) Alexander, Jane; Alexander, Jane F.; Alexander, Jane P.

Question 14

Which of the following is grouped in the correct order?

A) A. K. Jones Company; Jones (Mary) Florist; Jones Company; Jones-Jones Barbers
B) Jones Company; A. K. Jones Company; Jones-Jones Barbers; Mary Jones Florist
C) A. K. Jones Company; Jones Company; Jones-Jones Barbers; Mary Jones Florist
D) Jones Company; Jones-Jones Barbers; A. K. Jones Company; Mary Jones Florist

Question 15

Which types of records should NOT be retained and should never be filed?

A) Letters of acknowledgment
B) Duplicate copies of correspondence
C) Announcements of routine meetings that have already taken place
D) All of the above

Question 16

The International Organization for Records Management established the international records management standard.

Question 17

The less-active papers must be moved from time to time to free up the most accessible space for the current files.

Question 18

Before you delete any file of importance, be certain to obtain authorization from your supervisor.

Question 19

A disposal schedule indicates the length of time a record must be kept, the type of storage media, and the schedule for final disposition of records.

Question 20

A flash drive (or memory stick) provides portable storage memory that plugs in a port on a computer.

Question 21

To begin organizing your electronic files, plan your filing structure in My Documents folder.

Question 22

If you cannot find an electronic file, such as a Microsoft Word document, you can search for it by clicking on Search from the Start menu in Windows.

Question 23

On a computer, a folder is also called a directory.

Question 24

Bar coding requires a software application.

Question 25

In using a paper charge-out procedure, the OUT guide is checked out to the individual requesting a folder.

Question 26

Online shopping for office supplies is advantageous because the catalogs are dynamic.

Question 27

Indexing is the most important part of filing.

Question 28

Periodic and perpetual retention methods are similar in that files are transferred to another area.

Question 29

To organize your computer files, it is recommended that you follow the same structure as you have used in your paper files.

Question 30

Organizations are concerned that the majority of the information electronically stored on employees' computers is not necessarily captured or recorded in any formal record-keeping system.

Question 31

Identify the steps to help prepare records for filing.

Question 32

Index the following personal names: Abigail Hutten, Lauren Hutton, Gayle Hutton, and Gayle K. Hutton. Label each unit and then the sequence of the files.

Question 33

Distinguish between indexing and alphabetic filing.

Question 34

Distinguish between vertical drawer cabinets and lateral cabinets.