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WorksheetsGROAP 14 - 2022
Total questions: 35
Worksheet time: 17mins
Documents that have no value to the organization are still considered records and should be kept.
True
False
What is filling?
the process of finding records and or information
retrieving the collections of brochure
the action of arranging records in a predetermined sequence
sorting the books
Identify the BASIC classification methods
(There are FOUR CORRECT Answers)
Alphabetical
Numerical
sequential
subject
chronological
a comprehensive listing of the records an organization maintains that notes at a minimum how long they must be retained along with their ultimate disposition is a part of ?
Records inventory
Retention Scheduling
Disposition scheduling
Records management principles
What are the options companies have when it comes to disposing of records? (There are TWO CORRECT Answers)
destruction
Hire 3rd party records management company
organizations do not dispose of records
Transfer to Archive
What does records disposition refer to?
Transferring records to permanent storage or destroying records
List of how long each type of record should be kept
Includes steps for prevention, readiness reaction and recovery from an event that causes harm to or loss of records
A set of procedures used to organize, store, retrieve, and dispose of records
In records management, what is a record?
What my parents used to listen to music
Information kept for future reference
The process of storing records in an orderly manner within an organized system
What is a disaster plan?
Forms of micrographics, such as roll microfilm or microfiche
Photographically reducing documents to store on microfilm
Includes steps for prevention, readiness reaction and recovery from an event that causes harm to or loss of records
Creation, distribution, use, maintenance, and disposition of records
What is a record life cycle?
List of how long each type of record should be kept
The process of storing records in an orderly manner within an organized system
Creation, distribution, use, maintenance, and disposition of records
A set of procedures used to organize, store, retrieve, and dispose of records
What is a record management system
A set of procedures used to organize, store, retrieve, and dispose of records
Mr. Knowles' system of LP, EP, and 45's
The process of storing records in an orderly manner within an organized system
Transferring records to permanent storage or destroying records
Records management is the systematic control of records, from the creation or receipt of the record to its final disposition.
True
False
Records with historical value that are preserved permanently are called:
active records
working records
archive records
both a and b
What is the end phase in records life cycle?
Create/receive
Use
Retain
Dispose
The importance of record management in organization is _____________________________.
to help in facilitating comparison
not helpful in making decision
performance in organization is not good.
evaluating progress of organization become slower
Records can be stored in many different formats..
True
False
________ is an act to strengthen the system of management and administration of archival records, establishing for the purpose the National Archives of the Philippines, and for other purposes.
MS ISO 16175-3:2012
National Archives of the Philippines Act of 2007
Z39.50
ISO 15489
Which of the following statement is true about records integrity?
the record can be trusted
the record is incomplete and altered
the record can be proven
the record is inviolability
Throughout the electronic records management lifecycle, it is essential to maintain __________ and privacy.
captivity
susceptibility
security
creativity
Which of the followings is the format of electronic records?
Virtual document
Text based document
Open text document
Embedded document
Which of the following is true?
The life cycle of electronic records is longer than the life cycle of conventional records.
Electronic records can survive without active strategic intervention to migrate the records onto new systems.
Planning of electronic records should assign responsibility for ensuring that records are scattered and released.
The life cycle of electronic records starts from the creation process.
Vertical drawer cabinets are the traditional storage cabinet for physical records
True
False
Confidential information is data that should be kept private or secret from those who are not authorized to have access to this information.
True
False
For chronological filing, physical records are arranged by reverse date order within a file folder.
True
False
As an administrative professional, you generally will be the person who creates a retention schedule for the company’s records.
True
False
Which storage method uses the letters of the alphabet to determine the order in which a record is filed?
Alphabetic storage method
Numeric storage method
Geographic storage method
Subject storage method
Which storage method requires the use of an accession log?
Alphabetic storage method
Numeric storage method
Geographic storage method
Subject storage method
Which of the following is the correct order for storing files using the terminal-digit storage method?
14 87 23, 22 57 49, 16 58 49, 15 58 69
15 58 69, 14 87 23, 16 58 49, 22 57 49
22 57 49, 16 58 49, 15 58 69, 14 87 23
14 87 23, 15 58 69, 16 58 49, 22 57 49
Which of the following is the correct order for files stored in an alphabetic storage system?
Father Joseph, Mr. Joe’s Pizza, Dr. James J. O’Malley, The Dollar Store
The Dollar Store, Father Joseph, Mr. Joe’s Pizza, Dr. James J. O’Malley
Dr. James J. O’Malley, Father Joseph, Mr. Joe’s Pizza, The Dollar Store
Dr. James J. O’Malley, The Dollar Store, Father Joseph, Mr. Joe’s Pizza
The value a record use to provide proof of business transactions is _____ value.
legal
fiscal
historical
administrative
Below are the problems in record management EXCEPT:
Inefficient Management
Poor use of equipment
Human problems
Efficient use of space
All the forms of paper records below are true EXCEPT:
minutes meeting
microfilm
memo
engineering drawing
What is a retention schedule?
Removing a record from the file and recording pertinent information
A list of how long each type of record should be kept
Forms of micrographics, such as microfil or microfiche
Transferring records to permanent storage or destroying records
A building or part of a building designed or adapted for the low-cost storage, maintenance and communication of semi-current records pending their ultimate disposal is referred as ……………….
Records Storage
Records Center
Records Office
Records area
Records created or received and maintained in any public sector agency is denoted as…...
Top secret Records
Organization Records
Confidential Records
Public Records
..............usually comes in a form of file room that serves the entire organization or department.
De-centralized system
Centralized system
Strong room
Records office
