Introduction to Records Management

Which of the following BEST defines the term "records management"?

• Records management is the process of efficiently and systematically managing an organization's records.
• Records management is the same as data entry and bookkeeping.
• Records management refers to the process of deleting old documents.
• Records management is only about storing files in a cabinet.

What is the difference between a record and a document?

• A record is structured data that is used and maintained for the operations of a business; a document is a flexible format for various types of information

• A record is a type of document; a document is always structured.
• Records are always digital; documents are always physical.
• A record contains only text; a document can only contain images.

Which of the following gives a clear description of a vital record within the context of records management?

• A vital record is a document that is essential for an organization to function and continue operations.
• A vital record is a document that is optional for an organization to maintain.
• A vital record is a document that is irrelevant to an organization's operations.
• A vital record is a document that is only used occasionally by an organization.

What are non-vital records?

• Non-vital records are documents that are always destroyed immediately.
• Non-vital records are documents that are only stored electronically.
• Non-vital records are documents that are never accessed by anyone.
• Non-vital records are documents that are not essential for the day-to-day operations of an organization but may still hold historical or legal significance.

Which of the following is NOT a primary method of protecting vital records used by organization?

• Access control
• Encryption
• Shredding
• Offsite storage

What is a records management programme?

• A method for storing financial data only.
• A program for managing employee schedules.
• A strategy for marketing and sales records.
• A systematic approach to managing an organization's records throughout their lifecycle.

Which of the following BEST explains the difference between a records life cycle and a records continuum?

• Records life cycle is a linear process, while records continuum is a circular process.
• Records life cycle focuses on physical records, while records continuum focuses on digital records.
• Records life cycle is a theoretical concept, while records continuum is a practical approach.
• Records life cycle focuses on stages of a record, while records continuum emphasizes seamless records management.

What are active files in an organization?

• Files that are never accessed in an organization
• Documents that are stored in an inactive state within an organization
• Records that are rarely updated or modified within an organization
• Documents that are frequently accessed, modified, or updated within an organization.

Which of the following is a common filing system used by a business or government agency to organize records?

• Numerical system
• Alphabetical system
• Color-coded system
• Random system

What is a records inventory?

• A records inventory is a compilation of marketing materials.
• A records inventory is a list of employee schedules.
• A records inventory is a summary of an organization's financial statements.
• A records inventory is a detailed listing of an organization's records.