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OAD 138 Records & Information Management
RIM Final Exam Review | 100% Correct Answers |
Verified 2024 Version
D - ✔✔Health Insurance Portability and Accountability Act 2001 was passed to: a. give patients more control over their health information b. create national standards to protect individuals' medical records and other personal health information. c. establish safeguards that health are providers and others must achieve to protect the privacy of health information. d. All of the above B - ✔✔The five phases of the record and information life cycle are: a. creation, internal use, decisions, filing and retrieval and disposition b. creation, distribution, use, maintenance and disposition. c. creation, reference, protection, transfer and distribution d. use, maintenance, receipt of a record, destruction and transfer D - ✔✔Students interested in understanding the paperwork connected with an organization's day to day operations would concentrate their records studies on: a. external records b. correspondence c. reference documents d. transaction documents C - ✔✔One of the first pieces of legislation enacted by Congress to aid in records management was: a. The Freedom of Information Act b. The Right to Financial Privacy Act c. the creation of the General Services Administration (GSA)
d. The Fair Credit Reporting Act D - ✔✔Records classified by their value to the organization fall into one of these four categories: a. vital, important, useful or essential b. vital, important, useless or nonessential c. important, vital, helpful or nonessential d. vital, important, useful or nonessential D - ✔✔E-commerce allows companies and individuals to conduct business through: a. a brick and mortar store b. a central store c. electronic mail d. networks and computers C - ✔✔The operating level of records management workers includes the: a. records manager b. supervisor c. workers responsible for routine filing and retrieving d. workers responsible for creating new records A - ✔✔Enterprise content management (ECM) is the term used to describe the technologies, tools, and methods used to: a. capture, manage, store, preserve, and deliver content or information across an enterprise b. manage, store, and deliver content or information across an enterprise c. capture, store, preserve, and deliver content or information across an enterprise d. capture, manage, store, and deliver content or information across and enterprise D - ✔✔An automated system for scanning, storing, retrieving, and managing images of physical records is:
D - ✔✔Federal legislation balances and protects: a. an individual's right to privacy b. the public's access to information c. the quest for national security d. all of the above B - ✔✔The International Organization for Standardization (ISO) 15489 defines a record as information created, received and maintained as evidence and information by an organization or person a. in pursuance of e-commerce transactions b. in pursuance of legal obligations or in the transaction of business c. in pursuance of business transactions d. in pursuance of legal protections for an organization A - ✔✔What is the correct order for completing these three steps for an alphabetic filing system? a. indexing, coding, sorting b. sorting, coding, indexing c. coding, indexing, sorting d. coding, sorting, indexing D - ✔✔A cross reference is prepared for Miranda Anderson Bates because: a. she may use an alternate name b. the last name is hyphenated c. there are three indexing units d. both A and B D - ✔✔For the filing segment, Ayman Abou-Sada a. the key unit is Abou-Sada b. there are three units
c. a cross reference should be prepared d. both a and c C - ✔✔In the filing segment, R K T Electric Company a. there are four indexing units b. RKT is the key unit c. R is the key unit d. Electric is the third unit D - ✔✔Cross references for personal names are needed when: a. determining the surname is difficult b. the surname is hyphenated c. the person has alternate names d. all of the above D - ✔✔How many cross references are needed for a business with 4 surnames: a. 0 b. 1 c. 2 d. 3 C - ✔✔When indexing the filing segment L & S Engineering Co. a. Company should be spelled out b. S is the second unit c. L is the key unit d. Engineering is the third unit B - ✔✔What is the correct filing order for the following names?
B - ✔✔When indexing names for filing in an alphabetic system, symbols such as #, $ and % are a. ignored b. considered as spelled out c. never the key indexing unit d. always the key indexing unit D - ✔✔What is the correct filing order for the following four names? (1) Dudley Wood Finishing (2) D A B Computers Inc (3) Dudette Contractors (4) Roberta D. Dudley a. 3, 1, 4, 2 b. 2, 3, 1, 4 c. 2, 1, 4, 3 d. 2, 3, 4, 1 B - ✔✔What is the correct filing order for the following names? (1) Edgar Evans Boats (2) Edgar's Automotive Sales (3) Edgar C. Evans (4) Edgar Conners Evans a. 1, 2, 4, 3 b. 1, 2, 3, 4 c. 1, 3, 4, 2 d. 1, 3, 2, 4 C - ✔✔The best source for determining a business name is usually found a. on the company website b. in the letter address c. in the letterhead d. none of the above A - ✔✔What is the correct filing order for the following four names? (1) Nancy Bakker (2) Chris Bakken (3) A. Karl Baker (4) Sanjay Bakshi a. 3, 2, 1, 4
b. 2, 3, 1, 4 c, 3, 2, 4, 1 d. 2, 3, 1, 4 C - ✔✔What is the correct filing order for the following four names? (1) Eliz. Gordon (2) Eliza Gordon (3) Elizabeth Gordin (4) Liz Gordan a. 4, 1, 3, 2 b. 4, 1, 2, 3 c. 4, 3, 1, 2 d. 4, 2, 3, 1 D - ✔✔When indexing names for an alphabetic filing system, abbreviations of personal names and nicknames are a. spelled out b. spelled out and capitalized c. ignored d. indexed as written A - ✔✔For which of the following names should a cross reference be prepared a. Huyan Nguyen b. Nathan Nguyen c. Kimberly Nguyen d. Patricia Nguyen A - ✔✔Cross references should be prepared for personal names when the names are a. unusual names, hyphenated surnames, alternate names or similar names b. unusual names, hyphenated surnames or long names c. usual names, hyphenated surnames, alternate names or similar d. d. all of the above
c. 3, 4, 1, 2 d. 2, 1, 3, 4 A - ✔✔What is the correct filing order for the following four names? (1) 312 Salmon Street Cafe (2) 12 Little Ones Gift Shop (3) Pier 12 Clothing (4) 1-2 Atlas Company a. 4, 2, 1, 3 b. 4, 1, 2, 3 c. 2, 4, 3, 1 d. 1, 4, 2, 3 D - ✔✔When indexing the filing segment The Newport Daily Star-Times, the key unit is a. Times b. Daily c. Star-Times d. Newport D - ✔✔Which of the following business names would require cross-references? a. Mobile Oil name changed to BP, Inc. b. Fong-Ridgway Accounting Services c. All State Mining Co d. All of the above B - ✔✔What is the correct filing order for the following four names? (1) 10+ Modeling Agency (2) 10th Street Pharmacy (3) 10-19 Oak Lane Apts (4) All of the above a. 4, 1, 2, 3 b. 3, 2, 1, 4 c. 3, 1, 2, 4 d. 4, 2, 3, 1
A - ✔✔When a business with only a few records changes its name, you should: a. refile all the records under the new name and create a cross reference under the old name b. create and maintain two separate files, one under each name c. continue to file all new records under the old name but create a cross reference d. both a and c D - ✔✔Which of the following is indexed by the name found on its letterhead? a. college b. bank c. hotel d. all of the above D - ✔✔What is the correct filing order for the following names? (1) Mrs. Roberta St. James (2) Ms. Rachael Ste. John (3) Mr. Robert St. John (4) Mr. Ronald St. John a. 3, 1, 2, 4 b. 1, 4, 3, 2 c. 1, 3, 4, 2 d. 2, 1, 3, 4 B - ✔✔What is the correct filing order for the following four names? (1) Washington Savings Bank (2) Washington State Credit Union (4) Washington Cherry Farm a. 3, 1, 4, 2 b. 3, 4, 1, 2 c. 4, 1, 2, 3 d. 3, 1, 2, 4 C - ✔✔What is the correct filing order for the following names? (1) NRA (2) NBA (3) NCAA (4) NBC a. 4, 2, 3, 1 b. 2, 3, 4, 1
D - ✔✔What is the correct filing order (1) Ms. Dana Andrews (2) Miss Dana Anderson (3) Mrs. Dana Anderson (4) Ms. Dana Anderson a. 1, 3, 4, 2 b. 1, 2, 4, 4 c. 2, 3, 1, 4 d. 2, 3, 4, 1 B - ✔✔What is the correct filing order? (1) Mr. Marlin De Haas (2) Robt D. DeHaan (3) Mr. Carrol De Haan (4) Mr. R. DeHaan a. 3, 1, 4, 2 b. 3, 4, 2, 1 c. 4, 2, 3, 1 d. 1, 3, 4, 2 A - ✔✔Cross references should be prepared for foreign business names by a. Indexing the foreign business name as written in the foreign language b. writing the English translation on the original documents c. ignoring the foreign language d. None of the above B - ✔✔Differentiating identically named persons in a database is easy a. because databases do not allow duplicate names b. when there is a unique field for each record in the database c. when there are several fields in the database d. all of the above A - ✔✔You are sorting paper records and two people have the same name. To determine correct filing order, you should look at the
a. city names b. state names c. zip codes d. street names A - ✔✔What is the key unit for the filing segment New York city Police Department? a. New b. New York c. Police d. Department D - ✔✔What is the key unit for the filing segment Fire Department City of Seattle? a. Fire b. Department c. City of d. Seattle C - ✔✔What is the second unit for the filing segment Fire Department, City of Seattle? a. Fire b. Department c. City d. Seattle D - ✔✔What is the first level for the filing segment Federal Bureau of Investigation? a. United b. Federal Bureau of Investigation c. Government d. United States Government
C - ✔✔What is the key unit for the filing segment Lietuvos Respublika (English translation: Republic of Lithuania)? a. Lietuvos Respublika b. Republic c. Lithuania d. Lithuania Republic of B - ✔✔What is the indexed order of the cross reference for the filing segment Lietuvos Respublika (English translation Republic of Lithuania)? a. Republic of Lithuania b. Lietuvos Respublika c. Lietuvos Republic of d. Linthuania Respublika D - ✔✔Filing by subject within an alphabetic arrangement is helpful for finding records for: a. special promotions or celebrations b. bids or projects c. applications d. all of the above A - ✔✔What is the correct filing order for the following four names? (1) Cook County Treasurer (2) Cook County Board of Commissioners (3) Cook County Auditor (4) Cook County Sheriff's Department a. 3, 2, 4, 1 b. 3, 2, 1, 4 c. 3, 4, 2, 1 d. 2, 3, 4, 1 C - ✔✔What is the correct filing order for the following names? (1) Applications Clerk Ripley, Adam (2) Applications Clerk Ripley Jana (3) Applications Clerk Ripley, Adam J. (4) Applications Clerk Ripley, Arthur a. 1, 2, 3, 4
b. 1, 3, 2, 4 c. 1, 3, 4, 2 d. 3, 1, 2, 4 A - ✔✔What is the correct filing order for the following names? (1) Ohio State Patrol (2) Ohio State Fire Marshall (3) Ohio State Transportation Department (4) Ohio State Health Department a. 2, 4, 1, 3 b. 2, 1, 4, 3 c. 2, 4, 3, 1 d. 2, 3, 1, 4 D - ✔✔What is the key unit for the filing segment Fuerstentum Liechtenstein (translation Principality of Liechtenstein)? a. Fuerstentum Liechtenstein b. Principality of Liechtenstein c. Principality of d. Liechtenstein B - ✔✔What is the indexed order of the cross reference for this filing segment Fuerstentum Liechtenstein (Principality of Liechtenstein)? a. Liechtenstein b. Fuerstentum Liechtenstein c. Principality of Liechtenstein d. Liechtenstein Principality of C - ✔✔What is the first level of the filing segment National Park Service, Department of the Interior? a. United b. Interior, Department of c. United States Government d. Government
c. descending order d. backward alphabetic order B - ✔✔The electronic record life cycle includes: a. creation and storage, maintenance, disposition and backup b. creation and storage, distribution and use, maintenance and disposition c. creation, usage, maintenance, back up and destruction d. creation and storage, disposition and use, maintenance and transferance C - ✔✔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 always have ten subfolders within each other D - ✔✔Which program allows the user to save the computer's settings at a particular time? a. Access b. Word c. Excel d. Windows Restore D - ✔✔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 D - ✔✔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 D - ✔✔Synchronization of your PDA with your computer a. is only necessary once a month b. is necessary to ensure both tools have the same data c. assures that you have a backup copy of your data d. both b and c
