Records and Information Management Chapter 4

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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.

one Signup and view all the answers

By following proper _____ procedures, information is available at the right time for making effective management decisions.

records and information management Signup and view all the answers

Records and information management is essential for _______.

businesses and individuals Signup and view all the answers

What are the five phases of the records and information life cycle?

Creation, Distribution, Use, Maintenance, and Disposition. Signup and view all the answers

__________ contain information needed to carry on the operations of an organization over long periods.

Reference documents Signup and view all the answers

Policy and procedures manuals are of _________ to the firm.

administrative value Signup and view all the answers

What activities are part of the maintenance phase of the records and information life cycle?

Filing, storing, retrieval, and protection of records. Signup and view all the answers

As a business customer, every time you buy a product or service, you are creating ________ of that transaction.

a record Signup and view all the answers

A record that contains information needed to operate an organization is called an ________.

Internal record Signup and view all the answers

When a decision is made to keep a record for use at _____, it must be stored, retrieved, and protected.

a later date Signup and view all the answers

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.

retention schedule Signup and view all the answers

E-mail communication can be used in a court of law.

True Signup and view all the answers

What is document imaging?

An automated system for scanning, storing, retrieving, and managing images of physical records. Signup and view all the answers

What should be done to protect vital and important records?

Identify a single location to store all vital papers and make routine backups. Signup and view all the answers

What are the classifications of records?

Vital, Important, Useful, Nonessential. Signup and view all the answers

What type of records are considered vital?

<ul> <li>Legal papers, articles of incorporation, titles of property.</li> </ul> Signup and view all the answers

What are important records?

<ul> <li>Personal records, sales records, financial and tax records.</li> </ul> Signup and view all the answers

What are useful records?

<ul> <li>General emails, letters, memos.</li> </ul> Signup and view all the answers

What are nonessential documents?

<ul> <li>Announcements and bulletins to employees.</li> </ul> Signup and view all the answers

What are the categories of records?

Vital Records, Important Records, Useful Records, Nonessential Documents. Signup and view all the answers

What does ARMA International stand for?

An association for information management professionals. Signup and view all the answers

A blog is _____

a shared online journal Signup and view all the answers

What does cloud refer to?

Internet or network of servers. Signup and view all the answers

What is an electronic record?

A record stored on electronic media that can be readily accessed or changed. Signup and view all the answers

A record created for use outside of the organization is __________.

external record Signup and view all the answers

What are important records necessary for?

Performing business operations. Signup and view all the answers

Records that are usually replaceable but at great cost so they are protected are what kind of records?

Important records Signup and view all the answers

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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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.