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WorksheetsIMR504 CHAPTER 2 PART 2
Total questions: 10
Worksheet time: 5mins
Which one of these statement is NOT a factors considered in choosing the right filing system?
the size and complexity of the organisation
the cost of installing and maintaining the system
the filing system should be backed up by a procedures manual and training materials.
the training required to operate and sustain the system
Which on of these statement is NOT a requirement of filing system?
filing system must support business/organisational requirements
Automation is necessary for filing system
filing system applied should precise
the skills level of the records staff is one of the requirement of filing system.
How many types of file classification system?
4
5
6
7
- Most easily understood arrangement of file.
- Sometimes difficult to make distinction between activities.
- Lead Confusion in assigning files to their place in the classification scheme.
Points above referring to which types of file classification?
Function / activity based Classification System
Hierarchical Classification System
Keyword Code Classification System
Organizational Structure Based Classification System
- Easy to understand
- Minimal set up costs
- Not dependent on rules or well trained staff
- Reference number not compulsory
List above is referring advantages of which file classification system?
Alphabetical Classification System
Hierarchical Classification System
Keyword Code Classification System
Simple Classification System
- Seems as a complex system
- Dependent upon careful accurate keyword index
- Retrieval is dependent upon accuracy of file indexing
- Setup cost is high
list of disadvantages above belongs to which file classification system?
Simple Classification System
Keyword Code Classification System
Hierarchical Classification System
Functional/Activity Based Classification System
Choose the best statement describe Alphabetical Classification System.
No file reference number, no index, no controlled vocabulary for the file titles.
Arbitrary (random) arrangement, not based on logic. Depend upon memory
Arrangement is by the name of a person, place or institution.
At the top of the hierarchy are the broad functions (series).
Which one is NOT the main features of coding system?
It must generate unique reference number for each item to be classified
It should be as simple as possible
it should be backed up by a procedures manual and training materials.
It should be clear in form or format
"Can produce long and clumsy codes and may generates a range of reference numbers that contain a different number of elements."
The statement above referring to which coding system?
Multi-part System
Block Number System
Decimal System
Running number System
Which statement best to describe Block Number Coding System?
Such system assign numerical codes to keyword representing activities or subject dealt with in the file
Include a top level classification according to function and activity
Suitable for case file where the subject mattes is essentially the same but where each file relates to an individual case
Can produce long and clumsy codes and may generates a range of reference numbers that contain a different number of elements
