Deck 10: Electronic Records File Management

Question 1

A field in a database has a unique name and a specified number of characters, and it contains a defined type of information. ​

Answer 1

True

Question 2

Many programs will automatically save a new document to the Documents folder on the hard drive for computers with Microsoft Windows unless the user first changes the folder or drive. ​

Answer 2

True

Question 3

A query is a database object that can retrieve data from only one field at a time in the database table.

Answer 3

False

Question 4

When setting up a folder structure, a deep structure having many folders within folders should always be used. ​

Question 5

A database contains tables which organize data into fields and records. ​

Question 6

Using meaningful filenames is not an important part of managing electronic files. ​

Question 7

Keeping unnecessary copies of files should be avoided to make the best use of storage capacity on hard drives or other devices. ​

Question 8

Metadata is data about data.

Question 9

Creating a document is the first step in the electronic record life cycle. ​

Question 10

There are only two field types for electronic databases, text fields and number fields. ​

Question 11

The retention schedule is separate from the file plan. ​

Question 12

A database will allow the same data to be entered in the primary key field for two or more records.

Question 13

Taxonomies are not based on subjects pertinent to an organization. ​

Question 14

In a database table, all the fields related to one person or organization make up a record. ​

Question 15

E-mail messages sent or received on company computers are the property of the company or employer.

Question 16

Classification of electronic records is similar to physical records in that units become fields. ​

Question 17

An enterprise-wide taxonomy usually contains three levels: primary, secondary, and tertiary. ​

Question 18

When files are deleted from a hard drive, a user may be able to recover the data if the sectors where the data were stored have not been written over with new data. ​

Question 19

A form submitted via a company's website may interface with and update a database. ​

Question 20

Companies can save printing costs by posting information on their intranet site for viewing by their employees. ​

Question 23

Classification of electronic records provides the means to ​

A)locate records.
B)group records.
C)retrieve records.
D)manage records.
E)All of the above
F)None of the above

Question 24

Backing up computer files to protect against loss of files is an example of ​

A)records security procedures.
B)records safety procedures.
C)security checks.
D)an activity no longer needed with an automated system.

Question 25

Moving data from one type of media to a newer type of media is called data ​

A)blending.
B)interfacing.
C)migration.
D)warehousing.

Question 26

Backup copies of electronic files and/or folders should be created ​

A)as a precaution against damage or loss of the original data.
B)on a regular basis.
C)only before loading a new software program.
D)Both a and b

Question 28

A shared local area network ​

A)may contain files that are restricted to certain employees.
B)can allow users to save, edit, and delete files on the LAN.
C)can be a place for distribution and use of electronic documents.
D)All of the above

Question 29

The electronic records life cycle includes ​

A)creation and storage, maintenance, disposition, and back up.
B)creation and classification, distribution and use, maintenance, and disposition.
C)creation, usage, maintenance, back up and destruction.
D)creation and classification, disposition and use, maintenance, and transference.

Question 30

Metadata is structured information that describes, explains, locates, and makes it easier to ​

A)use, manage, store, or maintain an information resource.
B)manage, store, use, or retrieve an information resource.
C)retrieve, use, or manage an information resource.
D)None of the above

Question 31

Records safety procedures include ​

A)affixing locks to areas containing computer files and equipment.
B)using surge protectors.
C)controlling temperature and humidity.
D)All of the above

Question 32

The ideal electronic folder structure should ​

A)always be narrow and deep.
B)always be broad and shallow.
C)have enough levels of folders to organize files in a meaningful way.
D)always have ten subfolders within each folder.

Question 34

To sort data in a computer application in A-Z order, you would choose ​

A)ascending order.
B)alphabetic order.
C)descending order.
D)backward alphabetic order.

Question 35

Media labels for electronic records should include the ​

A)type of computer used to create the records.
B)department name.
C)name of the records series.
D)All of the above

Question 36

In an electronic database, fields ​

A)contain many facts about a person or item.
B)contain all the collected facts about many items or people.
C)can have duplicate names.
D)contain one fact about a person or item.

Question 37

To protect against unauthorized disclosure of confidential information on portable computing devices ​

A)encryption is not used.
B)the devices are regularly connected to the organization's computer network.
C)the devices are regularly scanned for viruses and spyware programs.
D)All of the above

Question 39

Microsoft Windows allows users to search for files by the ​

A)file name.
B)date the file was last saved.
C)text within the file. ​
D)All of the above

Question 40

Which statement typically is NOT true of e-commerce?

A)E-commerce is another way of doing business using electronic resources.
B)A credit card can be used to charge an e-commerce purchase.
C)The payment part of the transaction can be completed via electronic fund transfer (EFT).
D)There is no role for databases in e-commerce.