Office Records Management

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?

To support daily operations in a department or office Signup and view all the answers

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

Monthly and annual financial statements Signup and view all the answers

What is a common challenge in record management?

Finding records when they are needed Signup and view all the answers

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

Policy and Procedure manuals Signup and view all the answers

Why are records important for organizations?

To depend on records for daily operations Signup and view all the answers

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

Vital record Signup and view all the answers

Where are vital records typically stored?

Fireproof safes or vaults Signup and view all the answers

What type of record has limited but helpful reference value?

Useful record Signup and view all the answers

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

They are sent to inactive records area and destroyed Signup and view all the answers

What is the characteristic of active records?

Used regularly, three or more times a month Signup and view all the answers

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

Important record Signup and view all the answers

Where are inactive records typically stored?

File cabinets or on shelves in inactive storage areas Signup and view all the answers

What is the characteristic of inactive records?

Used less than 15 times a year Signup and view all the answers

What is the primary purpose of record creation and maintenance?

To document actions and confirm decisions Signup and view all the answers

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

Private records Signup and view all the answers

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

Student record at UiTM Signup and view all the answers

Why is record management important in organizations?

To prevent loss or misplacement of records Signup and view all the answers

What is the definition of a record?

Recorded information, regardless of media or characteristics Signup and view all the answers

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

Air-freight Signup and view all the answers

What is the importance of record keeping in organizations?

To provide vital evidence for daily operations Signup and view all the answers

Who is responsible for processing and maintaining records in organizations?

Employees 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.

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Description

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