Podcast
Questions and Answers
What is one essential feature of electronic records management?
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?
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?
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?
How does an electronic filing system enhance accessibility?
What is a security benefit of an electronic filing system?
What is a security benefit of an electronic filing system?
Which of the following is NOT a purpose of electronic records management?
Which of the following is NOT a purpose of electronic records management?
What is an advantage of subject filing?
What is an advantage of subject filing?
Which filing method is described as cumbersome for large numbers of items under a given subject?
Which filing method is described as cumbersome for large numbers of items under a given subject?
What is a disadvantage of chronological filing?
What is a disadvantage of chronological filing?
Which filing method is beneficial because it makes it easy to identify oldest files?
Which filing method is beneficial because it makes it easy to identify oldest files?
Which filing method uses computer technology to store, manage, and retrieve records?
Which filing method uses computer technology to store, manage, and retrieve records?
What is a risk associated with numerical filing?
What is a risk associated with numerical filing?
Which of the following classification systems arranges records by letters of the alphabet?
Which of the following classification systems arranges records by letters of the alphabet?
What is the main distinction between topical and classified alphabetical systems?
What is the main distinction between topical and classified alphabetical systems?
When filing by personal names, which rule applies if the surnames and first names are the same?
When filing by personal names, which rule applies if the surnames and first names are the same?
Which system is most appropriate for large volumes of records?
Which system is most appropriate for large volumes of records?
In alphabetical systems, how are files arranged if the surname, first name, and initial are all the same?
In alphabetical systems, how are files arranged if the surname, first name, and initial are all the same?
Which example shows the correct order for filing names alphabetically?
Which example shows the correct order for filing names alphabetically?
Which of the following is a limitation of an electronic filing system?
Which of the following is a limitation of an electronic filing system?
What is involved in the capture process of electronic records management?
What is involved in the capture process of electronic records management?
What must be included in electronic document indexing?
What must be included in electronic document indexing?
Which of the following is NOT a process in electronic records management?
Which of the following is NOT a process in electronic records management?
How are batch processing and real-time processing different in electronic records management?
How are batch processing and real-time processing different in electronic records management?
Why might an organization still need to store paper documents despite having an electronic records management system?
Why might an organization still need to store paper documents despite having an electronic records management system?
What is 'tagging' in the context of electronic document indexing?
What is 'tagging' in the context of electronic document indexing?
What must be done to ensure electronically stored documents are legally accepted in many countries?
What must be done to ensure electronically stored documents are legally accepted in many countries?
What is a key disadvantage of alphabetical filing?
What is a key disadvantage of alphabetical filing?
Which filing system may not need an index to the records?
Which filing system may not need an index to the records?
Which of these is an advantage of geographical filing?
Which of these is an advantage of geographical filing?
Why might alphabetical filing cause misfiling?
Why might alphabetical filing cause misfiling?
What is a key requirement for subject filing?
What is a key requirement for subject filing?
What makes geographical filing advantageous for large organizations?
What makes geographical filing advantageous for large organizations?
What is a possible issue with alphabetical filing in specific organizations?
What is a possible issue with alphabetical filing in specific organizations?
Which statement is true about subject filing?
Which statement is true about subject filing?
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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Description
Electronic records management is important for various business activities. Learn about its essential features and international standards.
