Electronic Records Management

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Questions and Answers

What is one essential feature of electronic records management?

  • Manual document sorting
  • Paper-based communication
  • Hiring more staff to manage records
  • Instant message handling (correct)

Which of the following is a key benefit of an electronic filing system?

  • Documents only available in one department
  • More documents being misfiled
  • Increased physical document size
  • Reduced physical storage space required (correct)

What type of documents are managed by electronic records management?

  • Photocopies
  • Digital images (correct)
  • Printed books
  • Typewritten documents

How does an electronic filing system enhance accessibility?

<p>By ensuring documents are available for viewing by different persons simultaneously (A)</p> Signup and view all the answers

What is a security benefit of an electronic filing system?

<p>Access only by authorized persons (C)</p> Signup and view all the answers

Which of the following is NOT a purpose of electronic records management?

<p>Increased physical document filing (B)</p> Signup and view all the answers

What is an advantage of subject filing?

<p>All related documents are together (D)</p> Signup and view all the answers

Which filing method is described as cumbersome for large numbers of items under a given subject?

<p>Subject filing (C)</p> Signup and view all the answers

What is a disadvantage of chronological filing?

<p>Requires a large index (A)</p> Signup and view all the answers

Which filing method is beneficial because it makes it easy to identify oldest files?

<p>Numerical filing (C)</p> Signup and view all the answers

Which filing method uses computer technology to store, manage, and retrieve records?

<p>Electronic filing (A)</p> Signup and view all the answers

What is a risk associated with numerical filing?

<p>Numbers can be transposed while filing (B)</p> Signup and view all the answers

Which of the following classification systems arranges records by letters of the alphabet?

<p>alphabetical (C)</p> Signup and view all the answers

What is the main distinction between topical and classified alphabetical systems?

<p>Topical systems arrange files in strict alphabetical order, while classified systems group related records. (D)</p> Signup and view all the answers

When filing by personal names, which rule applies if the surnames and first names are the same?

<p>File by initial. (D)</p> Signup and view all the answers

Which system is most appropriate for large volumes of records?

<p>classified (A)</p> Signup and view all the answers

In alphabetical systems, how are files arranged if the surname, first name, and initial are all the same?

<p>By town (C)</p> Signup and view all the answers

Which example shows the correct order for filing names alphabetically?

<p>PETER Harry, PETERS Audrey, PETERSON Elaine (A)</p> Signup and view all the answers

Which of the following is a limitation of an electronic filing system?

<p>Records may be lost if the computer system crashes (D)</p> Signup and view all the answers

What is involved in the capture process of electronic records management?

<p>Creating a copy of the electronic document (D)</p> Signup and view all the answers

What must be included in electronic document indexing?

<p>All possible words and word combinations by which a document may be requested (B)</p> Signup and view all the answers

Which of the following is NOT a process in electronic records management?

<p>Editing (B)</p> Signup and view all the answers

How are batch processing and real-time processing different in electronic records management?

<p>Batch processing gathers data over time and processes them together; real-time processing handles data as it is input (A)</p> Signup and view all the answers

Why might an organization still need to store paper documents despite having an electronic records management system?

<p>Some countries' laws do not yet accommodate electronically stored documents (C)</p> Signup and view all the answers

What is 'tagging' in the context of electronic document indexing?

<p>Associating a document with search terms (C)</p> Signup and view all the answers

What must be done to ensure electronically stored documents are legally accepted in many countries?

<p>They must be prepared and maintained according to government-established guidelines for user records, security control, audit trails, and document history (B)</p> Signup and view all the answers

What is a key disadvantage of alphabetical filing?

<p>It may lead to inefficiency when handling large volumes. (D)</p> Signup and view all the answers

Which filing system may not need an index to the records?

<p>Alphabetical filing (C)</p> Signup and view all the answers

Which of these is an advantage of geographical filing?

<p>It groups related files together within regions. (A)</p> Signup and view all the answers

Why might alphabetical filing cause misfiling?

<p>Different spelling practices can cause confusion. (A)</p> Signup and view all the answers

What is a key requirement for subject filing?

<p>Thorough organizational knowledge. (B)</p> Signup and view all the answers

What makes geographical filing advantageous for large organizations?

<p>It breaks large sets of records into manageable sections. (D)</p> Signup and view all the answers

What is a possible issue with alphabetical filing in specific organizations?

<p>It may cause confusion over names' spelling. (C)</p> Signup and view all the answers

Which statement is true about subject filing?

<p>It necessitates the establishment of major subject classifications and subheadings. (A)</p> Signup and view all the answers

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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

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