Records Management Quiz

_________ is the systematic and scientific control to recorded information which is required in the agency’s operation.

• Filing System

• Records Management

• Document Tracking System

• Good Housekeeping System

_____________ is the committee that serves as advisory body on the development of records management.

• Records Management Committee

• Filing Management Committee

• Records Management Improvement Committee

• Information Technology Committee

___________________ refers to the amount or physical bulk of records being inventoried and appraised. This helps the National Archives of the Philippines (NAP) assess storage needs, transfer logistics, and appraisal/disposal scheduling.

• Records Medium

• Time Value

• Utility Value

• Volume

It is the period that covers the years the records are considered active (current) and inactive (non-current) and the records are still under the custody of the agency.

• Disposition Period

• Retention Period

• Time Value Period

• Utility Period

It is the process of getting rid of valueless records by selling, by burying/ landfill, by shredding or by any other way of destroying them.

• Records Disposal

• Storage Center Cleaning

• Records Transfer

• Records Turnover

_________ is the basis in determining the disposal of valueless records.

Agencies should not dispose of records earlier than the period indicated in this document.

• Records Maintenance Schedule

• Records Creation Schedule

• Records Transfer Schedule

• Records Disposition Schedule

What office will give the authority to dispose the DEPDev-X valueless records?

• DEPDev Central Office

• DEPDev-X Regional Director

• National Archivist of the Philippines

• National Archives of the Philippines

The __________ are responsible over a particular set of records in their respective division/unit and area of assignment.  They must keep the Records Officer informed of any issues regarding the records in their custody.

• Division Chiefs

• Records Committees

• Records Custodians

• Filing In-charge

Other divisions may keep duplicate copies of final documents for reference; however, these should be considered as personal files. These documents shall be included in the Inventory of Division Records (NAP Form 1).

• True

• False

__________ refer to a group of related records arranged under a single unit or kept together as a unit because they deal with a particular subject, result from the same activity, or have a similar function or form.

• Number Series

• Chronological Series

• Filing Series

• Records Series