rECORD lOCATION uNIT 9

A……….is the basic element of data where individual filed contains a single value such as an employees last name a data or the value of the sensor reading

• field

• record

• file

• database

A...……….is collection of related field that can be treated as a unit by some application program

• field

• record

• file

• database

Reports that require data to be collated from a number of related tables such as client orders, customer contact or inventory reports can be generated from be permitted to access certain records and reports due to:

• Excel Spreadsheet

• MS Word Application

• Automatic from the software used

• Database Application

Disadvantages of allowing all staff to access electronic records are following except:

• Privacy information and data may be misused by unauthorized staff.

• Record still serves a useful purpose

• Data may be deleted or destroyed by unauthorized users

• Data maybe retrieve from access application

Three factors to consider before disposing of records are following Except

• When the record may be destroyed

• The length of time the record is to be held for semi-active reference

• Paper documents are shredded

• Whether the record still serves a useful purpose

Internal records may be created:

• inside the firm only

• both inside and outside the firm but for internal use

• for transaction purposes only

• for reference purposes only

Which statement most accurately reflects the need for records management?

• records serve as the memory of the organization

• records are needed for complying with regulations

• records are needed to document the transactions of the organization

• . all of the above

A creditor is most likely to examine a business’s financial accounting records if the business is

• applying for a bank loan

• selecting a new market

• using cash accounting

• complying with regulations

1. All but one of the following are criteria used in determining what type of storage equipment to use in a records management program. Which one is not appropriate?

• Type and location of records storage facilities.

• Nature of records being stored

• Skill levels of employees associated with records management

• Frequency with which records are stored

A permanent storage place for records is called the _____.

• Active

• Digital

• Cloud Server

• archives