Deck 7: Subject Records Management

Question 1

Filing methods, such as alphabetic and subject, are never combined. ​

Answer 1

False

Question 2

A disadvantage of filing by subject is that main subject titles and subdivision titles may overlap. ​

Answer 2

True

Question 3

In the dictionary file arrangement, subject titles are subdivided. ​

Answer 3

False

Question 4

One advantage of filing by subject is that experienced filers are required. ​

Question 5

Secondary guide captions are the same as the general subject titles in a subject encyclopedic arrangement.

Question 6

Master and relative indexes may be printed from electronic text or database files. ​

Question 7

OUT indicators are not needed when storing records by subject titles. ​

Question 8

Long subject titles may be changed to codes or abbreviated.

Question 9

Most filers can remember subject titles without checking a master or relative index. ​

Question 10

The subject dictionary arrangement includes main subject titles and subdivisions on folder captions. ​

Question 11

Only one person in an office should be responsible for selecting subject titles. ​

Question 12

When a subdivision is also mentioned in a record, only the main subject is coded. ​

Question 13

Subdivisions should be sorted before main subject titles. ​

Question 14

One-word, plural subject titles cause confusion when storing records by subject titles. ​

Question 15

A general subject folder is necessary when records are filed by the main subjects and subdivisions. ​

Question 16

Subject filing is recommended when the range of topics is broad and the volume of records is large.

Question 17

The primary guide and the general subject folder labels are the same in a subject encyclopedic arrangement. ​

Question 18

Subject filing is the most expensive storage method because experienced filers are required. ​

Question 19

Customized guide and folder labels are not required in subject filing. ​

Question 20

An advantage of filing by subject is that related records are easy to find. ​

Question 21

Which of the following statements is an important guideline for filing by subject? ​

A)Designate one person to select and add new subject titles.
B)Use plural titles whenever possible.
C)Select subject titles that are meaningful to file users.
D)All of the above

Question 22

All possible words and combinations of words by which records may be listed are contained in a

A)relative index.
B)master index.
C)name index.
D)None of the above

Question 23

When preparing a document to be filed in a subject file, write the subject title ​

A)in the lower left corner of the letter.
B)at the top right corner of the letter.
C)in the left margin.
D)in the right margin.

Question 24

In a subject encyclopedic arrangement, primary guides are labeled A to Z in alphabetic order. ​

Question 25

Sometimes documents cannot be filed effectively by any other filing characteristic than the subject or topic. ​

Question 26

In a dictionary subject arrangement, the corporate federal tax return should be filed under ​

A)corporate tax returns.
B)taxes.
C)federal tax returns.
D)tax returns.

Question 27

Folder label captions on general subject folders in the dictionary file arrangement include

A)the subject title.
B)the alphabet letter.
C)the alphabet letter and the subject title.
D)None of the above

Question 28

One way to expand subject files is to ​

A)add subdivisions to main subject titles.
B)add numbers to main subject titles .
C)add more general folders.
D)purchase more storage equipment.

Question 29

The best way to code a cross-reference subject in the body of a letter is to ​

A)write an X in the margin.
B)underline the cross-reference subject and write an X in the margin.
C)underline the subject with a straight line.
D)circle the subject.

Question 30

The dictionary subject arrangement is not recommended

A)when records are filed once a week.
B)when a records retention schedule is not available.
C)when the volume of records is greater than the amount that could be stored in two file drawers.
D)when subject topics are easily identified without using subdivisions.

Question 31

What type of index is needed when numbers are used to identify specific subjects? ​

A)a numeric index
B)a master index
C)a relative index
D)None of the above

Question 32

How can misfiles be reduced when filing by subject?

A)Key the subdivision 0.5 inch to the right of the main subject title.
B)Designate one person to select and add new subject titles.
C)Use plural titles whenever possible.
D)Color code folder labels for each subject guide.

Question 33

To locate subject records for retrieval, filers can use a ​

A)master index.
B)relative index.
C)numeric index.
D)Both a and b

Question 34

To find contact information for documents from correspondents stored in a subject file consult the

A)master index.
B)subject list.
C)name index.
D)relative index.

Question 35

Special guides are used to identify subject folders that are referenced often in the dictionary subject arrangement. ​

Question 36

Which of the following filing aids can reduce misfiles in a subject records system? ​

A)adhesive folder labels
B)color-coded folder labels for each subject guide
C)records management software
D)one-third-cut guides

Question 37

Filing by subject provides security by protecting correspondents' names. ​

Question 38

Related records are more difficult to find in a subject records storage system. ​

Question 39

A master index may also be called a ​

A)subject list.
B)relative index.
C)bar code list.
D)name index.

Question 40

Subject records storage is ​

A)a complex storage method.
B)an indirect access storage method.
C)a direct access storage method.
D)None of the above