Office Records Management
24 Questions
4 Views

Choose a study mode

Play Quiz
Study Flashcards
Spaced Repetition
Chat to lesson

Podcast

Play an AI-generated podcast conversation about this lesson

Questions and Answers

What is the main reason why organizations keep records?

  • To perform daily operations in a department or office
  • To store and protect the records
  • To keep track of employee performance
  • To provide the memory of what happened in the past (correct)
  • What type of records provides evidence of business transactions?

  • Inventory and price list
  • Blueprints and maps
  • Purchase orders
  • Contracts and financial agreements (correct)
  • Which of the following records has historical value?

  • Shipping receipts
  • Minutes of meetings (correct)
  • Microform
  • Videotapes
  • What is the purpose of administrative value records?

    <p>To support daily operations in a department or office</p> Signup and view all the answers

    Which of the following is an example of fiscal value records?

    <p>Monthly and annual financial statements</p> Signup and view all the answers

    What is a common challenge in record management?

    <p>Finding records when they are needed</p> Signup and view all the answers

    What type of records is used in the performance of daily operations?

    <p>Policy and Procedure manuals</p> Signup and view all the answers

    Why are records important for organizations?

    <p>To depend on records for daily operations</p> Signup and view all the answers

    What type of record is essential for the continuation or reconstruction of an organization after a disaster?

    <p>Vital record</p> Signup and view all the answers

    Where are vital records typically stored?

    <p>Fireproof safes or vaults</p> Signup and view all the answers

    What type of record has limited but helpful reference value?

    <p>Useful record</p> Signup and view all the answers

    What happens to nonessential records according to the record retention and destruction schedule?

    <p>They are sent to inactive records area and destroyed</p> Signup and view all the answers

    What is the characteristic of active records?

    <p>Used regularly, three or more times a month</p> Signup and view all the answers

    What type of record is essential for daily operations and necessary for the continuation of an organization?

    <p>Important record</p> Signup and view all the answers

    Where are inactive records typically stored?

    <p>File cabinets or on shelves in inactive storage areas</p> Signup and view all the answers

    What is the characteristic of inactive records?

    <p>Used less than 15 times a year</p> Signup and view all the answers

    What is the primary purpose of record creation and maintenance?

    <p>To document actions and confirm decisions</p> Signup and view all the answers

    What type of records are created and maintained by non-governmental organizations, families, or individuals?

    <p>Private records</p> Signup and view all the answers

    What is an example of a record created in an educational institution?

    <p>Student record at UiTM</p> Signup and view all the answers

    Why is record management important in organizations?

    <p>To prevent loss or misplacement of records</p> Signup and view all the answers

    What is the definition of a record?

    <p>Recorded information, regardless of media or characteristics</p> Signup and view all the answers

    In what industry might a company generate 150,000 shipping orders a month?

    <p>Air-freight</p> Signup and view all the answers

    What is the importance of record keeping in organizations?

    <p>To provide vital evidence for daily operations</p> Signup and view all the answers

    Who is responsible for processing and maintaining records in organizations?

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

    Study Notes

    Types of Records

    • Letters and memos, cards, blueprints and maps, reports, inventory and price lists, purchase orders, shipping receipts, newspapers and catalogs, sales and personnel records, videotapes, microform (photographically reduced records), and computer disks and printouts are common types of office records.

    Importance of Record Keeping

    • Organizations depend on records for their daily operations, providing a memory of past events.
    • Records are kept and used for various purposes, including administrative, fiscal, legal, and historical value.

    Purposes of Record Keeping

    • Administrative value: used in daily operations, e.g., policy and procedure manuals, record manuals.
    • Fiscal value: financial records, e.g., tax returns, purchase and sales orders, invoices, monthly and annual financial statements.
    • Legal value: providing proof of business transactions, e.g., contracts, financial agreements, deeds.
    • Historical value: providing evidence of an organization's accomplishments, e.g., articles of incorporation, minutes of meetings.

    Value of Records

    • Vital records: essential for continuation or reconstruction of an organization after a disaster, e.g., articles of incorporation, patents, formulas, accounts receivable records, inventory lists, contracts.
    • Important records: relate to daily operations and are necessary for continuation, e.g., account payable records, tax records, sales, payroll, and correspondence records.
    • Useful records: limited but helpful, reference value, e.g., bank statements, general correspondence.
    • Nonessential records: may never have had any value or no present value to the organization, e.g., routine memos, announcements, bulletins, telephone messages, emails.

    Record Life-Cycle Concept

    • Active records: used regularly, at least three or more times a month, and stored in easily accessible locations.
    • Inactive records: used less than 15 times a year.

    Phases of Records

    • Record creation or receipt and maintenance in any public sector agency or private organization.
    • Records are used and then stored in inactive records areas before eventual destruction according to a record retention and destruction schedule.

    Records Management Overview

    • Records are vital evidence in daily life for individuals and organizations.
    • Examples of record keeping in various contexts, such as student records, driver licenses, employee records, bank savers records, and hospital medical histories.

    Studying That Suits You

    Use AI to generate personalized quizzes and flashcards to suit your learning preferences.

    Quiz Team

    Related Documents

    Description

    This quiz covers the different types of records kept in an organization, including letters, reports, blueprints, and more.

    Use Quizgecko on...
    Browser
    Browser