Records and Information Management

Records and

Information Management

By RENATA JOSEPH

Indexing Methods

• Cross-referencing

• Out Sheets

• Charge our cards

• Tickler file

• Card indicators;

• Colour coding;

• Searches, shared database.

Multiple Choice

A ____________ comes in handy when a clerk has to update old records.

• Out card

• Tickler file

• Cross-reference card

• Out-sheet

Multiple Choice

Which method of indexing and managing records allows users from different systems to access the same data?

• Shared database

• Tickler

• Cross-referencing

• Access protocol

Multiple Choice

The process of associating a document with a search term is called?

• Cross-referencing

• Tagging

• Indexing

• Filing

Multiple Choice

A/An _________________ replaces a file that has been removed and records who borrowed the file

• Out sheet

• Out card

• Card indicators

• Tickler file

A record passes through THREE stages:

• Active: The file is being used.

• Inactive (dead): the file is not being used.

• Disposal​: the file is disposed of when no longer needed,

​

​Dealing with Inactive Files

​Retention Periods

A business must consider the period of time for which they would need to retain a record. As a result, a retention schedule would need to be prepared. Some records are kept for a number of years then disposed. However, there are some records that should never be destroyed. These are called permanent records: company registration documents. contracts, annual financial statements, tax returns etc.

• What type of information it contains

• How useful the information will be in future decision-making.

• How often the record is requested or used

• What laws govern the period of retention.

Factors used to Determine the Retention Policy

Multiple Choice

Registration documents of companies should be disposed of after seven years? True or False?

• TRUE

• FALSE

Multiple Choice

The best way to dispose of files to ensure confidentiality is

• By burning and shredding

• Throwing them in the garbage bin

• Archive them

• by Microfilming

Multiple Choice

An inactive file

• Is used twice per month.

• Is no longer in use but may be needed in the future

• is used every month

• Cannot be accessed by workers

Multiple Choice

All of the following are factors to determine a company's retention policy EXCEPT:

• The type of information contained in the records

• The number of times a record was used

• The laws that govern the period of retention

• The usefulness of the information in the future

Methods and Procedures for Dealing with Inactive Files

• Microfilming: making miniature copies of documents. Benefits: space, efficiency, durability, simple to use and affordable

• Backing up to external storage media: flash drives, ​external hard drives, CDs .

• Archiving: relocating records from the active filing area to storage. Factor to consider when creating an archive are: size, access and security, environmental controls, work area, maintenance and organisation of records.​

• Disposal: at the end of retention, documents are shredded or burned.​

Multiple Choice

All of the following are methods of handling inactive files EXCEPT

• Microfilming

• Disposal

• Archiving

• Tagging

Multiple Choice

Which method of hadling inactive files has the following benefits? Simplicity, durability, affordability, space effecient

• Archiving

• Microfilming

• Disposal

• Retrieving

Multiple Choice

Which method should a business use to store the physical inactive records?

• Archiving

• Microfilming

• External hard drive

• Compressing

• Electronic: CDs, USB flash drives, DVDs, microfiche, microfilm etc.

• Fasteners: Treasury tags, split pins, fold-back clamps etc.

• Other: folders, index cards, minute sheets, out-cards, dividers, labels etc

​

​Supplies

• ​Lateral Filing cabinet Vertical Filing cabinet

• Horizontal plan filing cabinet

​Equipment

Filing Equipment and Supplies

Multiple Select

Which of the following are used to fasten documents together. Choose more than one answer.

• Treasury tags

• Labels

• Clamps

• Folders

Multiple Choice

What type of filing cabinet is this?

• Lateral

• Open Shelves

• Horizontal plan

• Vertical

Multiple Choice

What is the purpose of an index card?

• To separate files and sort them into categories.

• Attached to the front cover of a file to record its movement.

• Making notes and cataloguing files.

• To separate, enclose and protect documents .

Multiple Choice

What is the purpose of a minute sheet?

• To separate files and sort them into categories.

• Attached to the front cover of a file to record its movement.

• Making notes and cataloguing files.

• To separate, enclose and protect documents .

Multiple Choice

Which supply should be used to separate, enclose and protect documents?

• Folders

• Dividers

• Minute Sheets

• Out guides