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WorksheetsSubject,Numeric & Geographic Records Management
Total questions: 15
Worksheet time: 15mins
Rule 3 in alphabetic indexing rules refers to?
order of filing units.
single letters and abbreviations.
prefixes – articles particles.
punctuation and possessives.
A coding system that consists of blocks of primary numbers that are allocated for major function is known as?
Duplex-numeric.
Block-numeric.
Decimal-numeric.
Alpha numeric.
The followings are the characteristics of records centre EXCEPT
security
access
efficiency
expensive
Select the correct alphabetical order of the business names: (1) Smart bookshop (2) 2 seconds to mars stores (3) IV watch shop (4) The Sandy bakery.
2, 1, 4, 3
2, 3, 1, 4
2, 1, 3, 4
2, 3, 4, 1
Which of followings are refer to filing segment?
It is refer to a complete name or subject used for filing purposes.
It is a process of separating name or subject to different units
It is guidelines to arrange and sort alphabetical records
It is refer to a incomplete numeric or object used for filing purposes.
Records that filed into broad groups and subdivided into more specific topics arranged in alphabetic order are refers to?
Alphabetic arrangement
Dictionary arrangement
Numeric arrangement
Encyclopedic arrangement
Filing segment in geographic are consists of?
The date of creation and recipient of the records.
The country, state and follow correspondent names.
The Arabic number and follow the Roman number.
The subject, numeric and geographic names.
The need for Subject Filing is when
The range of Topics is wide
Reside on the location of an individual organization or a project
Record have a unique number already assigned to them
Records are confidential, and unauthorized access must be prevented
The purpose of Consecutive Numeric Filing is
Use for prenumbered records such as checks, invoices,
Use to keep track of numbers that have been assigned to records
Use when the correspondent's name or subject is known but the assigned number isn’t
use to arrange of records in alphabetic order (A-Z)
Which of the followings is one of the characteristics of Dictionary File Arrangement
Primary guide captions are general subject titles
Captions on general subject folders include the alphabet letter and the subject title
Secondary guide captions are subdivisions of general subject titles
Is indirect access system: a filer may need to reference an index before a record can be filed or retrieved
The use of OUT indicator is?
A systematic guide allows access to a specific item contained within a larger body of information
An index of all records in an inactive recorded storage center
A form prepared by the filer when removed from the record files and where to re-file the record.
Is a written request for a record that is out of the file.
The subject file/Index is used for?
Historical values and are preserved permanently in an organization
To follow up the records are timely returned from the charged out file records
Transferring records from active storage at the end of one period of time.
To access a record that requires prior use before go directly to the record.
To prepare a Subject Code, a filer must
File a record in date sequence—most recent on top, or oldest on top.
Circle geographic units in the name, and number them to show their rank in indexing order.
Use a recognized as an abbreviation of the word in the subject.
When a system is an increase in the volume of incoming and outgoing records processed for filing
Two of the advantages on Subject File Management are
Related records are easy to find.
Operations relating to a specific location are filed together
Security is provided because names are not visible on files
Easy and unlimited expansion
Two disadvantages of Geographic record file management are
Operations relating to a specific location are filed together.
the shift of groups of records is easily accomplished by moving an entire group from one file location to another.
Users must know the geographic location, or an index must be created and maintained.
Cross-references are necessary for both alphabetic filing methods and numeric filing methods.
