Records & Filing Review

Filing requires employees be which of the following so files can be maintained appropriately and effectively?

• Centralized

• Consistent

• Small in number

• Experienced

Filing policies and procedures ensure which of the following?

• There will always be duplicates of files

• Files contain all the information needed

• Centralization of files

• Consistent treatment of records and copies

Which of the following is the filing method most commonly used by businesses and governments?

• Alphanumeric

• Geographic

• Numeric

• Alphabetic

Which of the following is a disadvantage of numeric file arrangements?

• It is difficult to detect misfiled documents

• It is not as easy to access quickly

• It is not as easy to use for duplicate files

• It does not use cross referencing

Geographic file systems are NOT recommended for which of the following?

• Census data

• Paid bills

• Real estate records

• Appraisal records

When arranging file names in unit-by-unit order, which of the following should be dropped from names?

• First names

• Vowels

• Abbreviations

• Hyphenations

File retention refers to which of the following?

• The number of copies of the file which exist

• The amount of time a business needs to keep a record on file

• The classification of employees with access to a file

• The location in which a file should be stored

Which of the following can cause confusion and inconsistencies among files?

• Blocking records

• Color coding

• Duplicates

• Safeguards

Which of the following differentiates blocked records and assists in the overall organization of filing?

• File names

• Color coding

• Duplicates

• Safeguards

Recommended safeguards include which of the following?

• Purchasing fire proof and waterproof cabinets

• Creating duplicates of all files

• Storing files in many different locations

• Creating a complex system which hinders access to files