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Records Management Process in Business Organizations (ISO 15489)

Total questions: 40

Worksheet time: 20mins

Name
Class
Date
1.

Which of the following best defines the records life cycle?

a)

Capture, classification, indexing, disposal

b)

Creation, distribution, use, maintenance, disposition

c)

Creation, registration, classification, storage

d)

Storage, access, tracking, disposal

2.

According to ISO 15489, records management should be carried out in a ______ manner.

a)

Manual

b)

Legal

c)

Systematic

d)

Technological

3.

Which phase of the records life cycle involves the final action taken on records?

a)

Use

b)

Maintenance

c)

Disposition

d)

Registration

4.

Which international standard governs records management practices?

a)

ISO 9001

b)

ISO 14001

c)

ISO 15489

d)

ISO 27001

5.

Capture refers to the process of:

a)

Destroying records

b)

Determining that a record should be made and kept

c)

Assigning access rights

d)

Transferring records to archives

6.

Which of the following is considered during the capture process?

a)

Retention schedule

b)

Business and accountability analysis

c)

Cost of storage

d)

Disposal method

7.

In paper-based systems, capture can be affected by:

a)

Metadata migration

b)

Chronological filing

c)

Encryption

d)

Digitization only

8.

Why is metadata important during electronic records capture?

a)

To decorate records

b)

To increase file size

c)

To describe content and business context

d)

To replace classification

9.

The main purpose of registration is to:

a)

Store records

b)

Provide evidence that a record exists

c)

Dispose of records

d)

Classify records

10.

Which of the following is a minimum metadata requirement during registration?

a)

Font size

b)

Unique identifier

c)

Storage location

d)

Cost value

11.

Which metadata element identifies who created the record?

a)

Retention period

b)

Author

c)

Classification code

d)

Application software

12.

Registration helps ensure records are:

a)

Encrypted

b)

Indexed

c)

Authentic and traceable

d)

Archived

13.

Records classification systems are usually based on:

a)

Departmental names

b)

Business functions

c)

File size

d)

Alphabetical order only

14.

The first level of a classification hierarchy usually represents:

a)

Activities

b)

Transactions

c)

Business functions

d)

Filing units

15.

Which of the following is NOT a benefit of classification systems?

a)

Improved retrieval

b)

Linking records

c)

Increasing document duplication

d)

Facilitating access

16.

Indexing is best described as:

a)

Destroying obsolete records

b)

Assigning search terms to records

c)

Transferring records

d)

Encrypting records

17.

In indexing, the key unit refers to:

a)

The last filing unit

b)

The first filing unit

c)

The numeric value

d)

The storage medium

18.

Access classification applies to:

a)

Records only

b)

Storage equipment

c)

People and records

d)

Metadata only

19.

Which access level allows limited viewing by the public?

a)

Level 1

b)

Level 2

c)

Level 3

d)

Level 4

20.

Access restrictions may be applied to protect:

a)

Office furniture

b)

Personal privacy

c)

Filing cabinets

d)

Index terms

21.

Which factor influences the level of reasonable security?

a)

Record color

b)

Organization size and content value

c)

Filing method

d)

Alphabetical order

22.

Identification of disposition status should be done:

a)

After destruction only

b)

Only during audits

c)

Before records are created or systems designed

d)

After migration

23.

Disposition authorities may prescribe:

a)

Immediate destruction only

b)

Permanent preservation

c)

Metadata deletion

d)

Unlimited access

24.

Which institution commonly preserves permanent records in Malaysia?

a)

National Library

b)

National Archives of Malaysia

c)

Ministry of Finance

d)

Public Service Department

25.

Proper storage ensures records are:

a)

Hidden

b)

Protected and accessible

c)

Expensive

d)

Restricted permanently

26.

Which is NOT a basic factor in selecting storage facilities?

a)

Need for equipment

b)

Facility consideration

c)

Cost realized

d)

Record font type

27.

Vertical and lateral file cabinets are examples of:

a)

Mechanical equipment

b)

Manual retrieval equipment

c)

Digital storage

d)

Archives

28.

Use of records may affect their:

a)

Color

b)

Size

c)

Access and disposition status

d)

Index terms

29.

Tracking of records is mainly a:

a)

Storage method

b)

Security measure

c)

Filing system

d)

Disposal technique

30.

Tracking ensures that:

a)

Records are destroyed quickly

b)

Unauthorized users perform tasks

c)

All record movements are traceable

d)

Records are duplicated

31.

Disposition refers to:

a)

Storage of records

b)

Action taken after retention expires

c)

Indexing process

d)

Registration activity

32.

Which document determines how long records should be kept?

a)

Records inventory

b)

Records retention schedule

c)

Access classification

d)

Filing index

33.

Which is NOT a method of disposition?

a)

Preservation

b)

Destruction

c)

Transfer of custody

d)

Registration

34.

Preservation aims to:

a)

Speed up destruction

b)

Prevent deterioration

c)

Reduce metadata

d)

Change ownership

35.

Migration of records involves:

a)

Copying paper records

b)

Moving digital records to new technology

c)

Shredding records

d)

Re-indexing files

36.

Which is NOT a method of destruction?

a)

Shredding

b)

Recycling

c)

Conversion

d)

Incineration

37.

Transfer of custody may include:

a)

Transfer to archives

b)

Transfer to contractors

c)

Transfer to storage facilities

d)

All of the above

38.

When transferring electronic records, which issue must be considered?

a)

Paper quality

b)

Hardware and software compatibility

c)

Ink color

d)

Filing alphabet

39.

Records inventory is best described as:

a)

A destruction method

b)

A survey of records types, volume, and location

c)

A classification system

d)

A metadata standard

40.

Which process ensures records are systematically managed throughout their life cycle?

a)

Filing

b)

Indexing

c)

Records management process

d)

Archiving

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