Quiz on Archival Studies

What is the primary objective of archival studies?

• To manage archives

• To create new records

• To destroy old records

• To promote digital media

Answer explanation

The primary objective of archival studies is to manage archives, ensuring that records are preserved, organized, and accessible for future use. This involves maintaining the integrity and usability of archival materials.

Which of the following is NOT a type of registry system?

• Automated registry system

• Controlled registry system

• Centralized registry system

• Decentralized registry system

Answer explanation

The correct answer is 'Automated registry system' because it is not a recognized type of registry system. The other options—Controlled, Centralized, and Decentralized registry systems—are established categories.

What is the purpose of a deed of gift form?

• To register public records

• To document loans

• To transfer ownership of records

• To classify records

Answer explanation

A deed of gift form is used to transfer ownership of records from one party to another, making it the correct choice. It does not serve to register public records, document loans, or classify records.

Which type of records are created during the day-to-day activities of an organization?

• Policy records

• Operational records

• Housekeeping records

• Public records

Answer explanation

Operational records are created during the day-to-day activities of an organization, capturing essential data related to its operations. This distinguishes them from policy, housekeeping, and public records.

What is the main disadvantage of a centralized registry system?

• Poor retrieval service

• High operational costs

• Inadequate staff training

• Lack of security

Answer explanation

The main disadvantage of a centralized registry system is poor retrieval service, as it can lead to delays and inefficiencies in accessing information, impacting overall performance.

What is the primary function of a registry in an organization?

• To oversee human resources

• To handle marketing strategies

• To manage financial records

• To assist in records management

Answer explanation

The primary function of a registry in an organization is to assist in records management. This involves organizing, maintaining, and ensuring the accessibility of important documents and data.

Which of the following is a method of acquiring archival materials?

• Legal deposit method

• Direct selling method

• Online acquisition method

• Public auction method

Answer explanation

The legal deposit method is a formal requirement for publishers to deposit copies of their works with designated institutions, ensuring preservation and access to archival materials. This distinguishes it from other acquisition methods.

What is the purpose of records appraisal?

• To classify records by color

• To determine the value of records

• To destroy all records

• To create new records

Answer explanation

The purpose of records appraisal is to determine the value of records. This process helps organizations decide which records to keep, which to archive, and which to dispose of, ensuring efficient management of information.

Which of the following is a biological agent of destruction for archival materials?

• Dust

• Temperature

• Fungi

• Humidity

Answer explanation

Fungi are biological agents that can cause significant damage to archival materials by breaking down organic substances. Unlike dust, temperature, and humidity, which are environmental factors, fungi actively degrade materials.

What is the main advantage of a decentralized registry system?

• Lower operational costs

• Greater security of records

• Faster retrieval of records

• Uniformity in filing procedures

Answer explanation

The main advantage of a decentralized registry system is faster retrieval of records, as it allows multiple nodes to access and update information simultaneously, reducing delays compared to centralized systems.