Questions and Answers
What is the main reason why organizations keep records?
What type of records provides evidence of business transactions?
Which of the following records has historical value?
What is the purpose of administrative value records?
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Which of the following is an example of fiscal value records?
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What is a common challenge in record management?
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What type of records is used in the performance of daily operations?
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Why are records important for organizations?
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What type of record is essential for the continuation or reconstruction of an organization after a disaster?
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Where are vital records typically stored?
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What type of record has limited but helpful reference value?
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What happens to nonessential records according to the record retention and destruction schedule?
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What is the characteristic of active records?
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What type of record is essential for daily operations and necessary for the continuation of an organization?
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Where are inactive records typically stored?
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What is the characteristic of inactive records?
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What is the primary purpose of record creation and maintenance?
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What type of records are created and maintained by non-governmental organizations, families, or individuals?
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What is an example of a record created in an educational institution?
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Why is record management important in organizations?
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What is the definition of a record?
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In what industry might a company generate 150,000 shipping orders a month?
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What is the importance of record keeping in organizations?
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Who is responsible for processing and maintaining records in organizations?
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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.
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Description
This quiz covers the different types of records kept in an organization, including letters, reports, blueprints, and more.