Records Classification and Management

Questions and Answers

What is the main purpose of controlled language in records management?

To identify terms used for titling or indexing records and classify them according to an organization's business functions (correct)

To select indexing terms for organizational information resources

To develop an alphabetical listing of terms for indexing and grouping

To create a thesaurus for non-records management

What is a characteristic of controlled language?

It is an agreed-upon use of language in a predetermined or predictable way (correct)

It is only used for physical records

It is only used for records management

It is only used for electronic records

What is the difference between a glossary and a thesaurus?

A glossary is an alphabetical list of terms and their definitions, while a thesaurus is a list of synonyms (correct)

A glossary is used for records management, while a thesaurus is used for non-records management

A thesaurus is an alphabetical list of terms and their definitions, while a glossary is a list of synonyms

A thesaurus is used for records management, while a glossary is used for non-records management

What is the purpose of classification in records management?

To allow the right record to be located at the right time and in a usable form Signup and view all the answers

What is an example of a controlled language tool?

A thesaurus Signup and view all the answers

What is the relationship between controlled language and semantic richness?

Controlled language facilitates search and retrieval through semantic richness Signup and view all the answers

What is the benefit of using controlled language in records management?

It improves the search and retrieval of records Signup and view all the answers

What is a characteristic of a taxonomy?

It is a hierarchical structure of controlled language terms Signup and view all the answers

What is the primary function of a thesaurus in regards to document management?

To aid document indexing and searching Signup and view all the answers

What is the purpose of the 'USE' property in a taxonomy?

To suggest a preferred term Signup and view all the answers

What is the key distinction between a taxonomy and a folksonomy?

Taxonomy is hierarchical, while folksonomy is unstructured Signup and view all the answers

What is the primary goal of an ontology?

To specify conceptualizations used to help programs and humans share knowledge Signup and view all the answers

What is the purpose of metadata in a document management system?

To provide information about an asset beyond the file name Signup and view all the answers

What is the primary function of a topic map?

To encode knowledge and connect it to relevant information resources Signup and view all the answers

What is the primary goal of classification systems in a business environment?

To impose order on the chaos of growing information Signup and view all the answers

What is the primary distinction between an ontology and a taxonomy?

Ontology is a working model, while taxonomy is a controlled vocabulary Signup and view all the answers

What is the purpose of the 'BT' property in a taxonomy?

To indicate a broader term Signup and view all the answers

What is the primary function of manual filing systems in the early 20th century?

To tame the chaos that arose from the growth of records Signup and view all the answers

What is the primary goal of an alphabetic filing system?

Fast retrieval of important documents Signup and view all the answers

What is the main challenge of implementing a subject filing system?

Analyzing each document to determine the subject Signup and view all the answers

Why might some industries, such as healthcare, retain physical records?

Because they found it either more convenient or less costly to retain the older files in physical format Signup and view all the answers

What is the advantage of using cloud-based platforms for file storage?

Files belong to the team, not an individual Signup and view all the answers

What is the recommended approach for electronic document naming conventions in North Dakota's state agencies?

Developing a program-specific naming convention Signup and view all the answers

What is the role of dividers in an alphabetic filing system?

To separate content types, such as correspondence and invoices Signup and view all the answers

What is the focus of digital first processes?

Storing files in an electronic format Signup and view all the answers

What is the trend in managing physical records?

They are moving to later stages of the lifecycle Signup and view all the answers

What is the purpose of cross-referencing in a subject filing system?

To handle documents with multiple subjects Signup and view all the answers

By what date must federal agencies transfer all permanent records in electronic format and with appropriate metadata?

June 30, 2024 Signup and view all the answers

What is the primary function of the ACCOUNTING subject classification in the North Dakota Subject Classification System?

To process financial transactions Signup and view all the answers

In the Dewey Decimal Classification System, what is the main class for books on Technology?

600 - Technology Signup and view all the answers

What is the primary purpose of the BISAC Subject Headings?

To standardize the electronic transfer of subject information Signup and view all the answers

In a chronological filing system, where are the newest records typically placed?

At the front of the file folder Signup and view all the answers

What is the name of the online version of the Dewey Decimal Classification System?

WebDewey Signup and view all the answers

How many main classes are there in the Library of Congress Classification system?

21 Signup and view all the answers

What is the purpose of the SAFETY/SECURITY subject classification in the North Dakota Subject Classification System?

To document safety protocols and precautions Signup and view all the answers

What is the format of a BISAC subject heading?

A 9-character alphanumeric code Signup and view all the answers

What is the purpose of the Classification Web subscription service?

To feature the entire LOC Classification and complete LOC Subject Headings Signup and view all the answers

What is the primary advantage of using a BISAC subject heading in a library?

It enhances the browsing experience of patrons Signup and view all the answers

What is the primary purpose of using a geographic filing system?

To group records according to their geographic location Signup and view all the answers

What is the preferred method of classification according to ISO 15489?

Classification by organizational functions and activities Signup and view all the answers

What is the primary benefit of using a functions-based classification system?

It provides an understanding of the relationship between the business and its records Signup and view all the answers

What is the term for the process of categorizing or grouping records into retrieval units?

Records classification Signup and view all the answers

What is the international standard for representing dates and times in a computer system?

ISO 8601 Signup and view all the answers

What is the term for the high-level categories in a functional classification scheme?

Functions Signup and view all the answers

What is the purpose of using a secondary field in a computer system for searching documents?

To distinguish between documents with the same date Signup and view all the answers

What is the term for the process of linking records to their business context?

Business classification Signup and view all the answers

What is the benefit of using a records classification scheme in relation to retention decisions?

It allows retention requirements to be determined at the point of creation Signup and view all the answers

What is the term for the arrangement of records into categories according to logically structured conventions, methods, and procedural rules?

Classification Signup and view all the answers

What is the primary focus of content analysis?

To analyze the relationships between concepts Signup and view all the answers

What is the main purpose of a records classification scheme?

To facilitate the capture, titling, retrieval, maintenance, and disposal of records Signup and view all the answers

What is document auto-classification software primarily used for?

To scan the contents of a document and automatically assign tags or keywords Signup and view all the answers

What is the purpose of a file plan?

To include retention and disposition requirements along with relationship to functions and activities Signup and view all the answers

What is the benefit of employing auto-classification tools?

To reduce litigation risks and protect against data breaches Signup and view all the answers

What is an example of a tool used to classify documents, emails, and meeting invitations?

Sensitivity labels Signup and view all the answers

What is the primary method used to create an index?

Computers scanning large volumes of documents against controlled terms Signup and view all the answers

What is the purpose of ARMA International's alphabetic filing rules?

To establish an index order of units for personal names Signup and view all the answers

What is the benefit of using a file plan?

To ensure consistency of information description Signup and view all the answers

What is the purpose of content analysis in file plan development?

To describe and categorize the content in the enterprise that is or may become a record Signup and view all the answers

What is the primary unit of indexing in a straight-numeric filing system?

Purchase order numbers Signup and view all the answers

What is the purpose of duplex-numeric system?

To use a combination of two or more sets of codes Signup and view all the answers

What is the most common order of dates used in chronological filing system?

Year, month, day Signup and view all the answers

What is the primary goal of content analysis?

To determine the presence of certain words or concepts within texts Signup and view all the answers

What is an example of a technology that can collect and analyze both structured and unstructured content?

IBM’s Watson Content Analytics Signup and view all the answers

What is the focus of relational content analysis?

Phrases and categories Signup and view all the answers

What is the primary function of text content analysis tools?

To provide statistics about the text Signup and view all the answers

What is the term used to describe the examination of text for the existence of certain words?

Conceptual analysis Signup and view all the answers

What is the primary function of document indexing?

To provide a searchable index Signup and view all the answers

What is the benefit of using Artificial Intelligence in document indexing?

It automates the classification and indexing of documents Signup and view all the answers

What is the primary goal of the Semantic Web?

To provide a machine understandable version of the World Wide Web to enable computers to make information accessible to humans as well as other computers Signup and view all the answers

What is the term used to describe the collection of interrelated datasets on the Web that make up the Semantic Web?

Linked Data Signup and view all the answers

What is the primary distinction between the goal of the Semantic Web and the goal of Artificial Intelligence?

The Semantic Web is focused on providing a machine understandable version of the Web, while Artificial Intelligence is focused on creating intelligent machines Signup and view all the answers

What is the term used to describe a network of real-world entities and their relationships?

Semantic Network Signup and view all the answers

What is the primary advantage of combining Natural Language Processing with semantic web technologies?

To extract information from unstructured data and link that to data already defined and stored in structured databases Signup and view all the answers

What is the primary characteristic of knowledge graphs that distinguishes them from concept maps and mind maps?

They are flexible and dynamic, with no limit to the number of connections between nodes Signup and view all the answers

What is the primary purpose of semantic ontologies in the Semantic Web?

To enable data sharing and reuse across application, enterprise, and community boundaries Signup and view all the answers

What is the primary challenge that has limited the adoption of the Semantic Web?

The lack of easy-to-use tools to manage large volumes of diverse data Signup and view all the answers

What is the primary way in which knowledge graphs merge the structured world of semantic data with the analytical capabilities of AI?

By seamlessly merging the structured world of semantic data with the analytical capabilities of AI Signup and view all the answers

What is the primary benefit of using semantic technologies in predictive analysis?

To extract information from unstructured data and link that to data already defined and stored in structured databases Signup and view all the answers

Study Notes

Controlled Language

Controlled language, also known as controlled vocabulary, is an agreed-upon use of language to describe organizational information resources.
Several controlled language tools can be created, including:
- Index: an ordered list of controlled language terms that points to the location of information related to each term.
- Glossary: an alphabetical list of terms and their definitions within a specialized domain of knowledge.
- Folksonomy: an unstructured system of classification that makes use of terms that occur naturally in the language of users of the system.
- Taxonomy: a controlled vocabulary in which all terms belong to a single hierarchical structure and have parent/child relationships or broader/narrower relationships to other terms.
- Thesaurus: a controlled vocabulary of terms arranged in a structured order and with relationships between terms indicated with standardized designations.
- Ontology: a working model of entities and interactions in some domain of knowledge or practice.

Classification Systems

Classification is the organization of materials into categories according to a scheme that identifies, distinguishes, and relates the categories.
Classification systems can be used to impose order on the chaos that results from the growth of information by grouping like objects together.
Different classification schemes include:
- Alphabetic Filing System: files and documents are arranged in alphabetic order from A to Z.
- Subject Filing System: each document relates to a specific subject matter and is arranged in alphabetical order by subject.
- Numeric Filing System: records are arranged based on numbers that are assigned or taken directly from a record.
- Chronological Filing System: records are organized by date and can be used to organize business records such as invoices and purchase orders.
- Geographic Filing System: records are classified according to geographic location.

Business Classification Schemes

Classification is the systematic identification and/or arrangement of business activities and/or records into categories according to logically structured conventions, methods, and procedural rules.
Business classification systems are built upon an analysis of the organization’s business activities.
Functional Classification Scheme:
- Classification based on organizational functions and activities.
- Categories include:
  - Firm Administration
  - Sales and Marketing
  - Finance Department
  - Human Resources
  - Information Management
  - Legal
  - Operations
Records Classification Scheme: File Plan:
- A records classification scheme is also referred to as a file plan.
- It is based on the business activities that generate records.
- It can be represented as a directory or hierarchical folder structure.

Auto-Classification

Auto-classification is an automated process for assigning metadata or index values to documents usually in conjunction with an existing taxonomy.
Document auto-classification software scans the contents of a document and automatically assigns tags, or descriptive labels and keywords.
It indexes the content into categories and classes, with the support of taxonomies and knowledge graphs, to facilitate the content management process.### Auto-Classification and Information Governance
Auto-classification is essential in an organization's information governance strategy, enhancing user productivity and satisfaction.
It involves grouping files based on categories or characteristics, facilitating compliance and reducing litigation risks.
Auto-classification tools can search for sensitive content, protecting against data breaches and lowering eDiscovery costs.
Microsoft 365's sensitivity labels provide an additional layer of protection to files and emails, enforcing protection settings according to an established sensitivity label policy.

Indexing and Content Analysis

Indexing has evolved from humans analyzing and indexing individual documents to computers scanning large volumes of documents against controlled terms.
Content analysis examines the content of records, providing controlled terms used in indexing.
It focuses on analyzing relationships between concepts, expanding from conceptual analysis to relational analysis.
Content analysis is applied in various disciplines, including marketing, media studies, sociology, and political science.

Classification Systems

Classification systems work because they follow pre-defined rules to ensure consistency.
ARMA International's alphabetic filing rules establish an index order of units for personal names, indexed by surname and then first name.
Numeric filing uses numbers directly from a record or assigned numbers, such as purchase order numbers or functional classification systems.
Duplex-numeric systems use two or more sets of codes, and chronological filing systems arrange documents by date.

Artificial Intelligence and Document Indexing

Artificial Intelligence can automate the classification and indexing of documents.
Document indexing organizes documents with proper tags or attributes for better visibility while searching or retrieving them in the future.
The firm must decide how documents should be indexed, considering how users would search for them.

Content Analysis Tools

Content analysis tools can collect and analyze both structured and unstructured content, resulting in a searchable index.
IBM's Watson Content Analytics is an example of a content analysis tool that can add insight into records and information an organization possesses.
Content analysis tools can provide statistics about text, such as word count, number of sentences, and reading ease, to improve writing.

Relational Content Analysis and Semantic Analysis

Relational content analysis, also known as semantic analysis, looks for meaningful relationships between concepts.
Semantic analysis employs semantic ontologies (controlled vocabularies) to enable data sharing and reuse across application, enterprise, and community boundaries.
The semantic web allows data to be shared and reused across boundaries, making links between interrelated datasets.

Knowledge Graphs

A knowledge graph, also known as a semantic network, represents a network of real-world entities and illustrates the relationship between them.
Knowledge graphs are stored in a graph database and visualized as a graph structure, connecting pieces of information (nodes) like concept maps and mind maps.
Knowledge graphs seamlessly merge the structured world of semantic data with the analytical capabilities of AI, mapping an interconnected network of entities and their relationships for use in many AI-driven applications.

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Description

Learn about the importance of managing records and non-records, and how controlled language is used for titling and indexing records. Understand the role of thesaurus in classifying records.