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Office Proc Chpt 11
Records Management
| Question | Answer |
|---|---|
| What types of records are stored on magnetic media? | electronic records |
| What types of records are stored on microfilm? | electronic records and physical records |
| Which type of record is needed for the business to operate smoothly? (vital, important, useful, nonessential) | important |
| Which type of record have one time or very limited usefulness? (vital, important, useful, nonessential) | nonessential |
| Which type of record is convenient to have but are replaceable? (vital, important, useful, nonessential) | useful |
| Which type of record is essential to the company? (vital, important, useful, nonessential) | vital |
| Which type of record would be expensive to replace? (vital, important, useful, nonessential) | important |
| Which type of record is not replaceable? (vital, important, useful, nonessential) | vital |
| Which type of record is stored for long term but not permanently? (vital, important, useful, nonessential) | important |
| Which type of record is only kept for a few days or weeks? (vital, important, useful, nonessential) | nonessential |
| Which type of record is permanently stored in a secure location? (vital, important, useful, nonessential) | vital |
| Which type of record is stored in a location that is easy to access because they are referenced often? (vital, important, useful, nonessential) | useful |
| What is stored information that has continuing value and is made or received by an organization? | record |
| What is the control of records from the creation or receipt to the final disposition? | records management |
| Records that are arranged according to the letters of the alphabet are: | alphabetic filing |
| Records that are arranging according to numbers are: | numeric filing |
| Name the three common types of numeric filing. | consecutive, chronologic, terminal digit |
| What is the document that shows how long particular types of records should be kept? | retention schedule |
| What is the mental process of deciding how to identify a record for filing purposes? | indexing |
| What is marking or writing the filing segment on a record? | coding |
| What is a notation of one place to indicate a record in another place? | cross-reference |
| What is the process of arranging records alphabetically or numerically before storing them? | sorting |
| Name the 5 steps of the record life cycle. | 1. creation or collection, 2. distribution, 3. use, 4. maintenance, 5. disposition |
| What are the 5 steps for preparing records for storage? | 1. collect the records, 2. inspect the records, 3. index and code the records, 4. cross-reference the records, if needed, 5. sort the records |
| Name 5 of the 9 alphabetic indexing rules. | 1. names, 2. minor words and symbols, 3. punctuation, 4. single letters and abbreviations, 5. titles and suffixes, 6. prefixes, articles, and particles, 7. numbers in business names, 8. identical names, 8. government names |
| Name the three types of media we covered for electronic records. | 1. magnetic, 2. flash drive & memory cards, 3. optical disks |
Created by:
kimkayeking
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