Questions and Answers
The area and need for records management is _____
constantly changing
What is records management?
Systematic control of all records from their creation to ultimate disposition.
What does ISO 15489 define?
A record as information created, received, and maintained as evidence and information by an organization or person.
Filing is only _____ step in the records and information (RIM) life cycle.
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By following proper _____ procedures, information is available at the right time for making effective management decisions.
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Records and information management is essential for _______.
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What are the five phases of the records and information life cycle?
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__________ contain information needed to carry on the operations of an organization over long periods.
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Policy and procedures manuals are of _________ to the firm.
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What activities are part of the maintenance phase of the records and information life cycle?
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As a business customer, every time you buy a product or service, you are creating ________ of that transaction.
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A record that contains information needed to operate an organization is called an ________.
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When a decision is made to keep a record for use at _____, it must be stored, retrieved, and protected.
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At the end of the number of years indicated on the __________, records are disposed either by destruction or by transfer to a permanent storage place.
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E-mail communication can be used in a court of law.
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What is document imaging?
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What should be done to protect vital and important records?
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What are the classifications of records?
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What type of records are considered vital?
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What are important records?
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What are useful records?
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What are nonessential documents?
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What are the categories of records?
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What does ARMA International stand for?
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A blog is _____
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What does cloud refer to?
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What is an electronic record?
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A record created for use outside of the organization is __________.
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What are important records necessary for?
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Records that are usually replaceable but at great cost so they are protected are what kind of records?
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Study Notes
Records Management Overview
- Records management is a continually evolving field.
- It involves systematic control of all records from creation to disposition.
Definition of a Record
- ISO 15489 defines a record as information maintained as evidence by individuals or organizations for legal or business purposes.
Records and Information Life Cycle
- The life cycle comprises five phases: Creation, Distribution, Use, Maintenance, and Disposition.
- Filing is just one initial step in this life cycle.
Importance of Records Management
- Proper records management ensures timely access to information for effective decision-making.
- Essential for both businesses and individuals for operational integrity.
Types of Records
- Reference documents contain long-term operational information.
- Internal records are generated within an organization, essential for normal operations.
- Important records include personal, sales, and financial documentation.
- Vital records are critical legal documents like incorporation papers and tax filings.
- Useful records are general communications such as e-mails and letters.
- Nonessential documents are less critical, like announcements or minor acknowledgments.
Record Protection and Management Practices
- Vital records should have a specific storage location and routine inventory checks.
- Regular backups of digital records are crucial, ideally stored off-site for safety.
- A retention schedule informs when records should be disposed of or archived.
Automation and Technology in Records Management
- Document imaging systems manage physical records digitally, enhancing retrieval and storage.
- E-mail serves as a formal communication medium and is considered a legal record.
Professional Associations and Online Resources
- ARMA International is a key association for professionals in records and information management.
- Blogs serve as an online journal for information sharing among professionals and the public.
Electronic Records Management
- Electronic records allow easy access and modification, differing from traditional physical records.
- External records are created for purposes outside the organization but are necessary for broader business functions.
Key Concepts
- Identify and categorize records by importance: vital, important, useful, and nonessential, to streamline management efforts.
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Description
Test your knowledge on Chapter 4 of Records and Information Management with these flashcards. This chapter covers essential concepts such as the importance of records management and standards defined by ISO 15489. Perfect for students looking to reinforce their understanding of record-keeping principles.