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</p> Signup and view all the answers

    What is a security benefit of an electronic filing system?

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

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

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

    What is an advantage of subject filing?

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

    What is a disadvantage of chronological filing?

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

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

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

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

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

    What is a risk associated with numerical filing?

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

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

    <p>alphabetical</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.</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.</p> Signup and view all the answers

    Which system is most appropriate for large volumes of records?

    <p>classified</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</p> Signup and view all the answers

    Which example shows the correct order for filing names alphabetically?

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

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

    <p>Editing</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</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</p> Signup and view all the answers

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

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

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

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

    Which of these is an advantage of geographical filing?

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

    Why might alphabetical filing cause misfiling?

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

    What is a key requirement for subject filing?

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

    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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    Electronic records management is important for various business activities. Learn about its essential features and international standards.

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