Deck 11: Records Management

Question 1

Cross-referencing must be used when a record may be requested by a name that is different from the one by which the record was stored.

Answer 1

True

Question 2

Records are assets to a business.

Answer 2

True

Question 3

When names are identical, filing order is determined by address elements in this order:

A) city names, street names, state or province names, house or building numbers
B) city names, state or province names, street names, house or building numbers
C) state or province names, city names, street names, house or building numbers
D) street names, house or building numbers, city names, state or province names

Answer 3

B

Question 4

Chronological filing is a variation of numeric filing in which the records are arranged by reverse date order within a file folder.

Question 5

Before storing any incoming record, the filer should check for a release mark.

Question 6

An alphabetic filing system is advantageous because it is a direct access system.

Question 7

Records have _____ value because they provide evidence of business transactions.

A) legal
B) financial
C) historical
D) day-to-day operational

Question 8

A business record may take the form of

A) a printed document.
B) an e-mail message.
C) a photograph.
D) All of the above

Question 9

The first level for indexing a federal government name is

A) the name of the department.
B) the name of the bureau, office, service, etc.
C) United States Government.
D) Federal Government.

Question 10

Which is the correct order for arranging these numbers in terminal-digit filing order?

A) 30 15 39 87 39 64 12 46 33 16 75 24
B) 30 15 39 12 46 33 16 75 24 87 39 64
C) 12 46 33 16 75 24 30 15 39 87 39 64
D) 16 75 24 12 46 33 30 15 39 87 39 64

Question 11

Outgoing correspondence should usually be filed by the name on the letterhead.

Question 12

The most important criterion for judging a records management system is

A) findability.
B) confidentiality.
C) security.
D) safety.

Question 13

Security measures should protect records from improper access, accidental loss, theft, damage, and unwanted destruction.

Question 14

Which personal name would be first in alphabetic filing order?

A) A. J. Chandler
B) Aaron J. Chandler
C) A. James Chandler
D) Aileen Chandler

Question 15

Every piece of paper created in a business is a record worth keeping.

Question 16

Employee evaluations, payroll records, and patient histories are examples of _____ records.

A) legal
B) financial
C) historical
D) daily operations

Question 17

Which is the correct order for arranging these business and personal names in alphabetic filing order?

A) Walter P. Drake, Walter's Walking Shoes, Walker P. Drake, Drake's Walking Shoes
B) Walker P. Drake, Drake's Walking Shoes, Walter P. Drake, Walter's Walking Shoes
C) Drake's Walking Shoes, Walker P. Drake, Walter's Walking Shoes, Walter P. Drake
D) Walker P. Drake, Walter P. Drake, Drake's Walking Shoes, Walter's Walking Shoes

Question 18

Numeric filing systems have several advantages including unlimited expansion and direct access.

Question 19

File labels should be keyed in all capital letters with no punctuation.

Question 20

Which is the correct order for arranging these business and personal names in alphabetic filing order?

A) 1950 Appliance Market, Kerry P. Apple, Apples & Bananas Bakery, The Appliance Store
B) The Appliance Store, 1950 Appliance Market, Apples & Bananas Bakery, Kerry P. Apple
C) 1950 Appliance Market, The Appliance Store, Kerry P. Apple, Apples & Bananas Bakery
D) Kerry P. Apple, Apples & Bananas Bakery, The Appliance Store, 1950 Appliance Market