Records Classification and Management
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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?

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

    What is an example of a controlled language tool?

    <p>A thesaurus</p> Signup and view all the answers

    What is the relationship between controlled language and semantic richness?

    <p>Controlled language facilitates search and retrieval through semantic richness</p> Signup and view all the answers

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

    <p>It improves the search and retrieval of records</p> Signup and view all the answers

    What is a characteristic of a taxonomy?

    <p>It is a hierarchical structure of controlled language terms</p> Signup and view all the answers

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

    <p>To aid document indexing and searching</p> Signup and view all the answers

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

    <p>To suggest a preferred term</p> Signup and view all the answers

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

    <p>Taxonomy is hierarchical, while folksonomy is unstructured</p> Signup and view all the answers

    What is the primary goal of an ontology?

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

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

    <p>To provide information about an asset beyond the file name</p> Signup and view all the answers

    What is the primary function of a topic map?

    <p>To encode knowledge and connect it to relevant information resources</p> Signup and view all the answers

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

    <p>To impose order on the chaos of growing information</p> Signup and view all the answers

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

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

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

    <p>To indicate a broader term</p> Signup and view all the answers

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

    <p>To tame the chaos that arose from the growth of records</p> Signup and view all the answers

    What is the primary goal of an alphabetic filing system?

    <p>Fast retrieval of important documents</p> Signup and view all the answers

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

    <p>Analyzing each document to determine the subject</p> Signup and view all the answers

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

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

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

    <p>Files belong to the team, not an individual</p> Signup and view all the answers

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

    <p>Developing a program-specific naming convention</p> Signup and view all the answers

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

    <p>To separate content types, such as correspondence and invoices</p> Signup and view all the answers

    What is the focus of digital first processes?

    <p>Storing files in an electronic format</p> Signup and view all the answers

    What is the trend in managing physical records?

    <p>They are moving to later stages of the lifecycle</p> Signup and view all the answers

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

    <p>To handle documents with multiple subjects</p> Signup and view all the answers

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

    <p>June 30, 2024</p> Signup and view all the answers

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

    <p>To process financial transactions</p> Signup and view all the answers

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

    <p>600 - Technology</p> Signup and view all the answers

    What is the primary purpose of the BISAC Subject Headings?

    <p>To standardize the electronic transfer of subject information</p> Signup and view all the answers

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

    <p>At the front of the file folder</p> Signup and view all the answers

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

    <p>WebDewey</p> Signup and view all the answers

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

    <p>21</p> Signup and view all the answers

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

    <p>To document safety protocols and precautions</p> Signup and view all the answers

    What is the format of a BISAC subject heading?

    <p>A 9-character alphanumeric code</p> Signup and view all the answers

    What is the purpose of the Classification Web subscription service?

    <p>To feature the entire LOC Classification and complete LOC Subject Headings</p> Signup and view all the answers

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

    <p>It enhances the browsing experience of patrons</p> Signup and view all the answers

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

    <p>To group records according to their geographic location</p> Signup and view all the answers

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

    <p>Classification by organizational functions and activities</p> Signup and view all the answers

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

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

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

    <p>Records classification</p> Signup and view all the answers

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

    <p>ISO 8601</p> Signup and view all the answers

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

    <p>Functions</p> Signup and view all the answers

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

    <p>To distinguish between documents with the same date</p> Signup and view all the answers

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

    <p>Business classification</p> Signup and view all the answers

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

    <p>It allows retention requirements to be determined at the point of creation</p> 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?

    <p>Classification</p> Signup and view all the answers

    What is the primary focus of content analysis?

    <p>To analyze the relationships between concepts</p> Signup and view all the answers

    What is the main purpose of a records classification scheme?

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

    What is document auto-classification software primarily used for?

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

    What is the purpose of a file plan?

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

    What is the benefit of employing auto-classification tools?

    <p>To reduce litigation risks and protect against data breaches</p> Signup and view all the answers

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

    <p>Sensitivity labels</p> Signup and view all the answers

    What is the primary method used to create an index?

    <p>Computers scanning large volumes of documents against controlled terms</p> Signup and view all the answers

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

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

    What is the benefit of using a file plan?

    <p>To ensure consistency of information description</p> Signup and view all the answers

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

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

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

    <p>Purchase order numbers</p> Signup and view all the answers

    What is the purpose of duplex-numeric system?

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

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

    <p>Year, month, day</p> Signup and view all the answers

    What is the primary goal of content analysis?

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

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

    <p>IBM’s Watson Content Analytics</p> Signup and view all the answers

    What is the focus of relational content analysis?

    <p>Phrases and categories</p> Signup and view all the answers

    What is the primary function of text content analysis tools?

    <p>To provide statistics about the text</p> Signup and view all the answers

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

    <p>Conceptual analysis</p> Signup and view all the answers

    What is the primary function of document indexing?

    <p>To provide a searchable index</p> Signup and view all the answers

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

    <p>It automates the classification and indexing of documents</p> Signup and view all the answers

    What is the primary goal of the Semantic Web?

    <p>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</p> 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?

    <p>Linked Data</p> Signup and view all the answers

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

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

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

    <p>Semantic Network</p> Signup and view all the answers

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

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

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

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

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

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

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

    <p>The lack of easy-to-use tools to manage large volumes of diverse data</p> 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?

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

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

    <p>To extract information from unstructured data and link that to data already defined and stored in structured databases</p> 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.

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