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OAD 138: Records & Information Management -
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A record is stored information made or received by an organization that is evidence of its operations and has value requiring its retention for a specific period of time. - ✔✔True Vital records are considered necessary for mission critical business operations. - ✔✔True Reference documents contain information used in the organization's day-to-day operations. - ✔✔False General correspondence and bank statements are in which records value category? - ✔✔Useful An example of an important record is the memo announcing the annual company picnic. - ✔✔False As a business customer, every time you buy a product or service, you are creating a record of that transaction. - ✔✔True Records classified by their value to the organization fall into one of these four categories: - ✔✔Vital, important, useful, or nonessential Students interested in understanding the paperwork connected with an organization's day-to-day operations would concentrate their records studies on - ✔✔transaction documents. At the end of the number of years indicated on the retention schedule, records are disposed either by destruction or by transfer to a permanent storage place. - ✔✔True An automated system for scanning, storing, retrieving, and managing images of physical records is - ✔✔document imaging.
The five phases of the records and information life cycle are - ✔✔creation, distribution, use, maintenance, and disposition. Financial records should be classified as important records rather than as useful records. - ✔✔True Filing, storing, retrieval, and protection of records are part of the maintenance phase of the records and information life cycle. - ✔✔True Filing is only one step in the records and information life cycle. - ✔✔True E-mails are private and cannot be used in a court of law. - ✔✔False External records are created for use within the company. Group of answer choices - ✔✔False By following proper records and information management procedures, information is available at the right time for making effective management decisions. - ✔✔True Which of the following best describes records management? - ✔✔systematic control of all records from their creation to ultimate disposition Procedure manuals and handbooks have historical value to the organization. - ✔✔False Policy and procedures manuals are - ✔✔of administrative value to the firm. Even though more businesses than ever are investing in new technologies, using physical records continues to be a fact of office life. - ✔✔True
Which of the following statements best describe RIM challenges? - ✔✔New laws and regulations, business processes are amended and streamlined, new risks, the pace of technological change, and new record formats The operating level of records management workers includes the - ✔✔workers responsible for routine filing and retrieving. Federal legislation balances and protects - ✔✔an individual's right to privacy. Enterprise content management (ECM) is the term used to describe the technologies, tools, and methods used to - ✔✔capture, manage, store, preserve, and deliver content or information across an enterprise. One of the first pieces of legislation enacted by Congress to aid in records management was the - ✔✔creation of the General Services Administration (GSA). Which of the following job titles would be available for a person employed in a large corporation at the operating level? - ✔✔Inactive Records Clerk, Imaging Records Technician, and Vital Records Clerk At which level would a records manager work? - ✔✔managerial E-commerce allows companies and individuals to conduct business through - ✔✔networks and computers. Which of the following are professional organizations for records and information management? - ✔✔AIIM & ARAMA Unstructured information makes up _____ percent of the total information created by a company. - ✔✔ 80 RIM programs should have the following features: - ✔✔adherence to the ARMA Principles
a legally defensible retention schedule efficient procedures for managing the five stages of the record life cycle well-trained staff All of the above The analyst operating level of records management workers include the - ✔✔active records analyst. What is a safe, secure, efficient, and less expensive procedure for individuals and businesses? - ✔✔electronic fund transfer Health Insurance Portability and Accountability Act (HIPAA), Privacy Rule of 2001, was passed to - ✔✔give patients more control over their health information. create national standards to protect individuals' medical records and other personal health information. establish safeguards that health care providers and others much achieve to protect the privacy of health information. All of the above For which of the following names should a cross-reference be prepared? - ✔✔Huyan Nguyen A cross-reference is prepared for Miranda Anderson-Bates because - ✔✔she may use an alternate name. there are three indexing units. When indexing names for an alphabetic filing system, abbreviations of personal names and nicknames are - ✔✔indexed as written.
Group of answer choices - ✔✔R is the key unit. Cross-references should be prepared for personal names when the names are - ✔✔All of the above Cross-references for personal names are needed when Group of answer choices - ✔✔All of the above What is the correct filing order for the following four names? (1) Eliz. Gordon (2) Eliza Gordon (3) Elizabeth Gordin (4) Liz Gordan - ✔✔4, 3, 1, 2 What is the correct filing order for the following four names? (1) Take-and-Bake Pizza (2) Tacoma Fabrications, Inc. (3) The Taco House (4) Sharlene Takas - ✔✔3, 2, 4, 1 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 - ✔✔2, 3, 4, 1 The best source for determining a business name is usually found - ✔✔The best source for determining a business name is usually found What is the correct filing order for the following four names? (1) Interstate Roofing Company (2) ICU Computers, Inc. (3) Investigations by Sandusky (4) Roberta D. Ingalls - ✔✔2, 4, 1, 3 What is the correct filing order for the following four names? (1) Edgar Evans Boats (2) Edgar's Automotive Sales (3) Edgar C. Evans (4) Edgar Conner Evans - ✔✔1, 2, 3, 4 What is the correct filing order for the following four names? (1) Ms. Barb Isbell (2) Rev. Barbara Isbell (3) Miss Isbell's Puppets, (4) Mr. Scott Isbell - ✔✔1, 2, 4, 3 If a professional title is listed after the first and last name of an individual, it becomes - ✔✔the third indexing unit.
When a business with only a few records changes its name, you should - ✔✔refile all the records under the new name and create a cross-reference under the old name. What is the correct filing order for the following four names? (1) Columbia State College (2) Columbia Community College (3) Columbia College (4) College of the Columbia - ✔✔4, 3, 2, 1 What is the correct filing order for the following four names? (1) Mrs. Roberta St. James (2) Ms. Rachael Ste. John (3) Mr. Robert St. John (4) Mr. Ronald St. John - ✔✔2, 1, 3, 4 What is the correct filing order for the following four names? (1) Washington Savings Bank (2) Washington State Credit Union (3) Bank of Washington (4) Washington Cherry Farm Group of answer choices - ✔✔3, 4, 1, 2 What is the correct filing order for the following four names? (1) Pier Point Café (2) Pier 1 Store (3) Pier 3 Souvenirs (4) Pier 7 Diner - ✔✔2, 3, 4, 1 What is the correct filing order for the following four names? (1) NRA (2) NBA (3) NCAA (4) NBC - ✔✔2, 4, 3, 1 Which of the following business names would require cross-references? - ✔✔Mobile Oil name changed to BP, Inc. Fong-Ridgway Accounting Services All State Mining Co. All of the above When indexing the filing segment The Newport Daily Star-Times, the key unit is - ✔✔Newport. When indexing the filing segment Professor Cynthia Miller, CRM, the third unit is - ✔✔CRM. 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 - ✔✔4, 2, 1, 3
What is the indexed order of the cross-reference for this filing segment Fuerstentum Liechtenstein (English translation: Principality of Liechtenstein)? Group of answer choices - ✔✔Fuerstentum Liechtenstein What is the second unit for the filing segment Fire Department, City of Seattle? Group of answer choices - ✔✔City Filing by subject within an alphabetic arrangement is helpful for finding records for - ✔✔special promotions or celebrations. bids or projects. applications. All of the above You are sorting paper records, and two people have the same name. To determine the correct filing order, you should look at the - ✔✔city names. What is the correct filing order for the following four names? (1) Applications Clerk Ripley, Adam (2) Applications Clerk Ripley, Jana (3) Applications Clerk Ripley, Adam J. (4) Applications Clerk Ripley, Arthur - ✔✔1, 3, 4, 2 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 - ✔✔3, 2, 4, 1 What is the key unit for the filing segment Fire Department, City of Seattle? - ✔✔Seattle What is the correct filing order for the following four names? (1) Ohio State Patrol (2) Ohio State Fire Marshall (3) Ohio State Transportation Department (4) Ohio State Health Department - ✔✔2, 4, 1, 3
What is the correct filing order for the following four names? (1) Department of Education, Jefferson County (2) Department of Justice, Jefferson County (3) Department of Corrections, Jefferson County (4) Department of Transportation, Jefferson County - ✔✔3, 1, 2, 4 What is the indexed order of the cross-reference for the filing segment Lietuvos Respublika (English translation: Republic of Lithuania)? - ✔✔Lietuvos Respublika What is the key unit for the filing segment Fuerstentum Liechtenstein (English translation: Principality of Liechtenstein)? - ✔✔Liechtenstein Cross-references should be prepared for foreign business names by - ✔✔indexing the foreign business name as written in the foreign language. What is the first level for the filing segment Federal Bureau of Investigation? - ✔✔United States Government What is the correct filing order for the following four names? (1) Police Department, City of Memphis (2) Fire Department, City of Memphis (3) Bureau of Public Works, City of Memphis (4) Public Library, City of Memphis - ✔✔2, 1, 4, 3 What is the correct filing order for the following four names? (1) Ms. Angela Simmons, Portland, Oregon (2) Ms. Angela Simmons, Portland, Texas (3) Ms. Angela Simmons, Portland, Maine (4) Ms. Angela Simmons, Portland, Connecticut - ✔✔4, 3, 1, 2 What is the key unit for the filing segment New York City Police Department? - ✔✔New Which of the following filing segments would be first? - ✔✔Mrs. Andrea Strutin, 6550 Main Street, Portland, Maine What is the second level for this filing segment Federal Bureau of Investigation? - ✔✔Investigation Federal Bureau (of)
All of the above In an alphabetic filing system, the name on incoming business correspondence selected for storage purposes is usually - ✔✔in the letterhead. Placing a guide or sheet into a location that is frequently assumed to be the location of a record or folder is - ✔✔creating a permanent cross-reference. Which list of names is the correct order for filing in an alphabetic system? - ✔✔The 14 Day Diet, 24 Caret Gold, A Cut Above, U & I Nursery Misfiling is caused by - ✔✔inconsistency in applying indexing rules. lack of attention to spelling. careless insertion of files into the storage equipment. All of the above Selection of storage equipment and supplies requires consideration of which of the following factors? - ✔✔floor space, cost, and protection of records The following information is contained in the letter address on outgoing correspondence: Mr. Tom Alvarez, Grocery Outlet, 89 Main Street, Monticello, KY 42633-0923. Which part of the letter address should be coded for filing in an alphabetic records system? - ✔✔Grocery Outlet A unit that moves shelves in the unit around a central hub to bring files to the operator is - ✔✔motorized rotary storage.
Which of the following documents may be considered records, depending on the content? - ✔✔e-mail and instant messages Wiki and blog entries job applications All of the above Policies and procedures relating to what documents to keep, where to keep them and in what type of environment, and how long to keep them are the basis of a - ✔✔records retention program. A systematic guide for finding specific records within a larger body of information is - ✔✔an index. A detailed listing of an organization's records that includes the types, locations, dates, volumes, equipment, classification system, and usage data is a - ✔✔records inventory. Records analysts define three groups of records according to the degree of records activity. These three groups are - ✔✔active, inactive, and archives. Which of the following forms is used to request a record that is out of the file? - ✔✔on-call form A tickler file that contains requisition forms filed by dates that records are due back in an inactive records center is a - ✔✔charge-out and follow-up file. How often are active records transferred to inactive storage when using the periodic transfer method? - ✔✔usually once a year When records are no longer being requested on a regular basis and records storage space is limited, - ✔✔inactive records should be transferred to inactive records storage.
Both a and b Subject records storage is - ✔✔an indirect access storage method. Which of the following filing aids can reduce misfiles in a subject records system? - ✔✔color-coded folder labels for each subject guide To find contact information for documents from correspondents stored in a subject file consult the - ✔✔name index. Which of the following statements is an important guideline for filing by subject? - ✔✔Designate one person to select and add new subject titles. Use plural titles whenever possible. Select subject titles that are meaningful to file users. All of the above All possible words and combinations of words by which records may be listed are contained in a - ✔✔relative index. A master index may also be called a - ✔✔subject list. In a dictionary subject arrangement, the corporate federal tax return should be filed under - ✔✔federal tax returns. The best way to code a cross-reference subject in the body of a letter is to - ✔✔underline the cross- reference subject and write an X in the margin.
One way to expand subject files is to - ✔✔add subdivisions to main subject titles. Which numeric coding system is based on the assignment of number ranges to subjects? - ✔✔block- numeric Which of the following items are used when removing records from numeric records storage? - ✔✔requisitions, OUT indicators, and a charge-out log How does a filer code a document for a new correspondent or subject that does not have an assigned number? - ✔✔Write the letter G in the upper right corner of the document and code the filing segment. The numeric coding system often used in libraries is - ✔✔decimal-numeric. Which of the following items is a component of the consecutive numbering method? - ✔✔an accession log Storage and retrieval procedures in a numeric records storage system include - ✔✔inspecting. number coding. charging out. All of the above Which of the following records typically have preprinted numbers and do not need assigned numbers? - ✔✔purchase orders The primary purpose of using an accession log is to - ✔✔avoid assigning the same number twice.
In a geographic storage arrangement that uses A-Z as the primary guides and countries as subdivisions, records are stored using - ✔✔a lettered guide plan. What type of information should be included in an alphabetic index for a geographic arrangement? - ✔✔Both b and c correspondents' names and full addresses assigned numbers if the records are stored in a numeric file When is the alphabetic index consulted to see whether the correspondent's name is currently in the storage system? - ✔✔after coding a document for the correspondent Which of the following steps is not involved in retrieving a record from geographic storage? - ✔✔ verifying the code on the record A cross-reference(s) may be needed in a geographic storage system for - ✔✔a name of an organization that has more than one address. an organization located at one address and doing business under other names at other locations. the native name of a translated country name. All of the above What captions are appropriate for the first position primary guides in a location name guide plan for geographic filing? - ✔✔state names or country names Which indexing unit(s) is coded first on a letter for geographic storage? - ✔✔the correspondent's location
Which of the following steps are in the correct order for storing records in a geographic file? - ✔✔inspect, index, code, cross-reference, sort, and store In a geographic file arranged by country and then city in a location name guide plan, where would you file a letter from a company that does not have an individual folder for the correspondent or a city folder in the file? - ✔✔in a general state folder A geographic encyclopedic arrangement uses - ✔✔a lettered guide plan or a dictionary guide plan. What is the purpose of a numeric file list in a geographic arrangement? - ✔✔Both a and b to show a serial list of assigned numbers to determine the next number available for assignment Which geographic guide plan has location names on primary guides? - ✔✔location name guide plan What is a good location to keep a printed copy of a master index for quick reference? - ✔✔in the front of the file drawer In which of the following geographic storage arrangements are records arranged from A to Z? - ✔✔dictionary arrangement When a foreign country name is translated into its English equivalent for coding, a cross-reference is required to - ✔✔the country name in the native language. A shared local area network - ✔✔may contain files that are restricted to certain employees. can allow users to save, edit, and delete files on the LAN.
