34 Questions
What is one essential feature of electronic records management?
Instant message handling
Which of the following is a key benefit of an electronic filing system?
Reduced physical storage space required
What type of documents are managed by electronic records management?
Digital images
How does an electronic filing system enhance accessibility?
By ensuring documents are available for viewing by different persons simultaneously
What is a security benefit of an electronic filing system?
Access only by authorized persons
Which of the following is NOT a purpose of electronic records management?
Increased physical document filing
What is an advantage of subject filing?
All related documents are together
Which filing method is described as cumbersome for large numbers of items under a given subject?
Subject filing
What is a disadvantage of chronological filing?
Requires a large index
Which filing method is beneficial because it makes it easy to identify oldest files?
Numerical filing
Which filing method uses computer technology to store, manage, and retrieve records?
Electronic filing
What is a risk associated with numerical filing?
Numbers can be transposed while filing
Which of the following classification systems arranges records by letters of the alphabet?
alphabetical
What is the main distinction between topical and classified alphabetical systems?
Topical systems arrange files in strict alphabetical order, while classified systems group related records.
When filing by personal names, which rule applies if the surnames and first names are the same?
File by initial.
Which system is most appropriate for large volumes of records?
classified
In alphabetical systems, how are files arranged if the surname, first name, and initial are all the same?
By town
Which example shows the correct order for filing names alphabetically?
PETER Harry, PETERS Audrey, PETERSON Elaine
Which of the following is a limitation of an electronic filing system?
Records may be lost if the computer system crashes
What is involved in the capture process of electronic records management?
Creating a copy of the electronic document
What must be included in electronic document indexing?
All possible words and word combinations by which a document may be requested
Which of the following is NOT a process in electronic records management?
Editing
How are batch processing and real-time processing different in electronic records management?
Batch processing gathers data over time and processes them together; real-time processing handles data as it is input
Why might an organization still need to store paper documents despite having an electronic records management system?
Some countries' laws do not yet accommodate electronically stored documents
What is 'tagging' in the context of electronic document indexing?
Associating a document with search terms
What must be done to ensure electronically stored documents are legally accepted in many countries?
They must be prepared and maintained according to government-established guidelines for user records, security control, audit trails, and document history
What is a key disadvantage of alphabetical filing?
It may lead to inefficiency when handling large volumes.
Which filing system may not need an index to the records?
Alphabetical filing
Which of these is an advantage of geographical filing?
It groups related files together within regions.
Why might alphabetical filing cause misfiling?
Different spelling practices can cause confusion.
What is a key requirement for subject filing?
Thorough organizational knowledge.
What makes geographical filing advantageous for large organizations?
It breaks large sets of records into manageable sections.
What is a possible issue with alphabetical filing in specific organizations?
It may cause confusion over names' spelling.
Which statement is true about subject filing?
It necessitates the establishment of major subject classifications and subheadings.
Study Notes
Electronic Records Management
- Electronic records management is used for an increasing range of business activities, including communication, stock control, purchases, and sales.
- Organisations use electronic formats such as word-processed documents, digital images, online forms, emails, and instant messages.
Benefits of an Electronic Filing System
- Reduces physical space required for storing documents
- Information is immediately available online to workers and customers
- Reduces the number of staff required to manage records
- Increases the speed of document location and retrieval
- Records created in various departments are available throughout the organisation
- Enables multiple persons to view documents simultaneously
- Ensures only authorised persons can access records
- Prevents documents from being misfiled, misplaced, damaged, or lost
Classifying Records
- Records can be classified using various systems, including alphabetical, topical, geographical, subject, chronological, and numerical.
Filing Systems
Alphabetical Filing
- A system with which most persons are familiar
- May not require an index to the records
- Enables files to be found quickly
Disadvantages of Alphabetical Filing
- Some letters are used more frequently than others
- May have misfiling due to spelling practices
- Challenges in filing and retrieving if a name changes
Geographical Filing
- Organisations operating in distinct locations may find it advantageous to classify records geographically
- Major headings can be countries, states, counties, cities, or other geographical locations
- Records may then be sorted alphabetically, numerically, or chronologically
Advantages of Geographical Filing
- Related files are grouped together, making it easier to locate and analyse data within a region
- Large sets of records are broken up into more manageable sections
Subject Filing
- Involves grouping and arranging records according to their topic
- Requires a thorough knowledge of the organisation to correctly determine how an item should be filed
Guidelines for Using Alphabetical Systems
- Files must be placed in strict alphabetical order, letter by letter, according to surname first
- Different surnames are filed by surname
- Same surnames are filed by first name
- Same surnames and first names are filed by initial
- Same surnames, first names, and initials are filed by town in alphabetical order
Electronic Records Management
- Electronically stored documents are accepted by legal and regulatory bodies in many countries
- Must be prepared and maintained in keeping with government guidelines for user records, security control, audit trails, and document history
Limitations of an Electronic Filing System
- Records may be lost if the computer system crashes
- Requires a schedule for automatic backing-up of all records
- Some countries have not yet modified their laws to accommodate electronically stored documents
Processes in Electronic Records Management
- Electronic filing systems use computer programs to handle various processes involved in records management
- Processes include capture, processing, storage, retrieval, and disposal
Records Capture
- Documents may be electronic or paper and may be on various media
- Paper documents are captured by using a scanner to create a digital image
- Electronic documents are captured by importing them into the filing system
Processing
- Data input on a computer must be processed, organised, sorted, and indexed
- Processing can be either in batches or in real-time
- Indexing involves creating an ordered listing of all records that are filed
- Electronic document indexing involves associating a document with search terms
Electronic records management is important for various business activities. Learn about its essential features and international standards.
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