WorksheetsTelephone & Records Management
Total questions: 22
Worksheet time: 13mins
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
What is filing?
Photographically reducing documents to store on microfilm
Converting documents to electronic form
Creating, distribution, use maintenance and dispositiion of records
The process of storing records in an orderly manner within an organized system
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 charging out?
Removing a record from the file and recording pertinent information
Mr. Knowles maxes out his credit card
Converts documents to electronic form
List of how long each type of record should be kept
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
Documents that are filed in date order are stored:
In subject order
In numerical order
In geographical order
I'm chronological order
Duties of a records management clerk include:
I. Monitoring borrowed files
II. Filing documents
III. Keeping the filing area tidy
IV. Retrieving documents
I, II and III only
I, II and IV only
I, III and IV only
all of the above
You keep your customer records in alphabetical order by name. Documents about Professor John McKay should be filed under:
P
J
M
K
Scanning and saving documents for access by computer is called:
centralised filing
electronic filing
decentralised filing
automated filing
The order that must be followed in the steps of filing are:
releasing, coding, indexing, sorting, filing
releasing, indexing, coding, sorting, filing
sorting, coding, indexing, releasing, filing
coding, sorting, releasing, indexing, filing
Miss Shaw requested and received the Harvey's Sales Contract from the Loans and Agreements file. The file clerk placed an item in its place within the folder. This is:
a tickler card
an index card
a routing slip
an out card
NCB Port Antonio
NCB Port royal
NCB Port of Spain
NCB Port maria
The records above are using which classification method?
Alphabet
Subject
Geographic
chronological
A good telephone voice...
...is soft and relaxing.
...is the same as your normal speaking voice.
...is confident and clear.
...has no emotion.
When you take a message:
Communicate that you will make sure you will give the message to the recipient
Take all relevant information, including name and number
Find out if the call is urgent
All of these are true
If you are speaking to someone who is angry or upset...
...show empathy to help calm them down.
...ask them to explain why they are angry.
Both of these are true
Neither of these are true
It's good to communicate by phone instead of email when...
...the information is emotional or sensitive.
...you need to speak to someone overseas.
...you are angry about something.
Which feature is defined as:
transmits a callers telephone number to the called party
memory
speed dial
caller id
call forwarding
Which feature is defined as:
incoming calls are transferred to another place
memory
speed dial
caller id
call forwarding
Which of the following is not a factor of the cost of telephone
length of call
name of the caller
destination of the call
service provided
If it is 11:17 am now in the Bahamas, what time is it in London.
4:17 am
4:17 pm
6:17 am
6:17 pm
Convert 8:30 pm to 24 hour time.
Is it ...
1930 hours
830 hours
2030 hours
0830 hours
