Records Management Basics
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Questions and Answers

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

  • Creation, Maintenance, Use, Disposition, Distribution
  • Creation, Disposal, Use, Maintenance, Distribution
  • Creation, Distribution, Use, Maintenance, Disposition (correct)
  • Creation, Use, Management, Maintenance, Deletion

    • Students interested in understanding the paperwork connected with an organization's day-to-day operations would concentrate their records studies on?

    transaction documents

    Records classified by their value to the organization fall into one of how many categories?

    four categories

    What is an automated system for scanning, storing, retrieving, and managing images of physical records?

    <p>document imaging</p> Signup and view all the answers

    What type of value do policy and procedures manuals have?

    <p>administrative value</p> Signup and view all the answers

    General correspondence and bank statements belong to which records value category?

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

    Which of the following best describes records management?

    <p>systematic control of all records from their creation to ultimate disposition</p> Signup and view all the answers

    According to ISO 15489, what defines a record?

    <p>information created, received, and maintained as evidence</p> Signup and view all the answers

    What is the best method for protecting your vital and important records?

    <p>All of the above</p> Signup and view all the answers

    The Health Insurance Portability and Accountability Act (HIPAA), Privacy Rule of 2001, was passed to?

    <p>All of the above</p> Signup and view all the answers

    What is a safe, secure, efficient, and less expensive procedure for individuals and businesses?

    <p>electronic fund transfer</p> Signup and view all the answers

    Which job titles would be available for a person employed in a large corporation at the operating level?

    <p>All of the above</p> Signup and view all the answers

    What was one of the first pieces of legislation enacted by Congress to aid in records management?

    <p>the creation of the General Services Administration (GSA)</p> Signup and view all the answers

    Unstructured information makes up what percent of the total information created by a company?

    <p>80 percent</p> Signup and view all the answers

    E-commerce allows companies and individuals to conduct business through?

    <p>networks and computers</p> Signup and view all the answers

    Who includes the workers responsible for routine filing and retrieving in records management?

    <p>the operating level of records management workers</p> Signup and view all the answers

    What does enterprise content management (ECM) describe?

    <p>technologies, tools, and methods used to manage content</p> Signup and view all the answers

    The analyst operating level of records management workers includes?

    <p>active records analyst</p> Signup and view all the answers

    What type of problem does inaccurate classification of records signify?

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

    RIM programs should have which features?

    <p>All of the above</p> Signup and view all the answers

    Which statements best describe RIM challenges?

    <p>new laws, streamlined business processes, new risks, technological change, new record formats</p> Signup and view all the answers

    At which level does a records manager work?

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

    Federal legislation balances and protects?

    <p>All of the above</p> Signup and view all the answers

    The correct order for alphabetic records management includes inspecting, indexing, coding, cross-referencing, sorting, and __________.

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

    Which of the following criteria would not be a consideration when selecting an alphabetic storage system?

    <p>the number of colors used for color coding</p> Signup and view all the answers

    Which statements is an advantage of the alphabetic storage method?

    <p>All of the above</p> Signup and view all the answers

    Which statements is not an advantage of shelf files?

    <p>shelf files provide confidentiality for files</p> Signup and view all the answers

    Which criteria should be considered before purchasing a records storage system?

    <p>All of the above</p> Signup and view all the answers

    Which situations are reasons for adding new folders to a file?

    <p>All of the above</p> Signup and view all the answers

    Selection of storage equipment and supplies requires consideration of which factors?

    <p>floor space, cost, and protection of records</p> Signup and view all the answers

    Misfiling is caused by?

    <p>All of the above</p> Signup and view all the answers

    When trying to find lost files, what should you do?

    <p>look between folders and under all folders in the drawer or shelf</p> Signup and view all the answers

    Placing a guide or sheet into a location that is frequently assumed to be the location of a record or folder is called?

    <p>creating a permanent cross-reference</p> Signup and view all the answers

    What is a unit that moves shelves around a central hub to bring files to the operator?

    <p>motorized rotary storage</p> Signup and view all the answers

    What is the correct order for filing in an alphabetic system for the following list: The 14 Day Diet, 24 Caret Gold, A Cut Above, U & I Nursery?

    <p>24 Caret Gold, A Cut Above, The 14 Day Diet, U &amp; I Nursery</p> Signup and view all the answers

    What is the correct order for filing in an alphabetic system for A.James Hunt, Hunt & Jones, Hunting Club, Hunter St.Jones?

    <p>A.James Hunt, Hunt &amp; Jones, Hunting Club, Hunter St.Jones</p> Signup and view all the answers

    Which part of the letter address should be coded for filing in an alphabetic records system from this address: Mr.Tom Alvarez, Grocery Outlet, 89 Main Street, Monticello, KY 42633-0923?

    <p>Grocery Outlet</p> Signup and view all the answers

    In an alphabetic filing system, the name on incoming business correspondence selected for storage purposes is usually?

    <p>in the letterhead</p> Signup and view all the answers

    Policies and procedures relating to what documents to keep, where to keep them, and how long to keep them form the basis of?

    <p>records retention program</p> Signup and view all the answers

    Which form is used to request a record that is out of the file?

    <p>on-call form</p> Signup and view all the answers

    What is a detailed listing of an organization's records that includes types, locations, and usage data called?

    <p>records inventory</p> Signup and view all the answers

    What do you call a person educated and trained to handle archival materials?

    <p>an archivist</p> Signup and view all the answers

    The categories of record values are?

    <p>nonessential, useful, important, and vital</p> Signup and view all the answers

    What is a systematic guide for finding specific records within a larger body of information?

    <p>an index</p> Signup and view all the answers

    How often are active records transferred to inactive storage using the periodic transfer method?

    <p>usually once a year</p> Signup and view all the answers

    When records are no longer being requested regularly and storage space is limited, what should be done?

    <p>inactive records should be transferred to inactive records storage</p> Signup and view all the answers

    What is a tickler file containing copies of forms detailing when records are scheduled to be destroyed?

    <p>a destruction date file</p> Signup and view all the answers

    What is a list of all records in an inactive records storage center called?

    <p>an inactive records index</p> Signup and view all the answers

    Which transfer method is used for records continually transferred from active to inactive storage?

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

    Records analysts define three groups of records according to the degree of records activity. These groups are?

    <p>active, inactive, and archives</p> Signup and view all the answers

    Which of the following documents may be considered records, depending on the content?

    <p>All of the above</p> Signup and view all the answers

    Which components are part of a RFID system?

    <p>Both A and C</p> Signup and view all the answers

    What is a tickler file that contains requisition forms filed by dates that records are due back in an inactive records center?

    <p>a charge-out and follow-up file</p> Signup and view all the answers

    Study Notes

    Records and Information Life Cycle

    • The five phases: creation, distribution, use, maintenance, and disposition.

    Transaction Documents

    • Focus area for students studying organizational paperwork related to daily operations.

    Records Classification

    • Records are categorized by organizational value: vital, important, useful, or nonessential.

    Document Imaging

    • An automated system designed for scanning, storing, retrieving, and managing physical records.

    Administrative Value of Manuals

    • Policy and procedures manuals hold significant administrative value for organizations.

    Useful Records

    • General correspondence and bank statements are classified as useful records.

    Records Management Definition

    • Involves systematic control of records from creation to final disposition.

    ISO 15489 Definition

    • Defines a record as information created, received, and maintained for legal obligations or business transactions.

    Protecting Vital Records

    • Best practices include comprehensive measures encompassing various protective strategies.

    HIPAA Privacy Rule

    • Enacted to safeguard personal health information, protecting it through regulatory means.

    Electronic Fund Transfer

    • A secure, efficient, and cost-effective method for individuals and businesses to manage transactions.

    Operating Level Workers

    • Roles include Inactive Records Clerk, Imaging Records Technician, and Vital Records Clerk.

    General Services Administration (GSA)

    • Early legislation aiding records management in the United States.

    Unstructured Information Percentage

    • Represents 80% of total information created by an organization.

    E-commerce Facilitation

    • Enables business transactions through networks and computers.

    Records Management Operating Level

    • Involves workers responsible for routine tasks like filing and retrieval.

    Enterprise Content Management (ECM)

    • Describes technologies and processes for capturing, managing, storing, and delivering enterprise content.

    Analyst Operating Level

    • Includes roles such as active records analyst within the records management hierarchy.

    Human Error in Record Classification

    • Inaccurate classification during creation signifies potential human error issues.

    RIM Program Features

    • Important characteristics encompass a variety of necessary elements for effective records management.

    RIM Challenges

    • Involves adapting to new laws, evolving business processes, technological changes, and new record formats.

    Records Manager Level

    • Operates at the managerial level, overseeing records management strategies.

    Federal Legislation Purpose

    • Strives to balance and protect various facets of records management.

    Alphabetic Records Management Procedures

    • Correct order: inspecting, indexing, coding, cross-referencing, sorting, and storing.

    Alphabetic Storage Considerations

    • Factors such as the functionality of the system outweigh aesthetic decisions like color coding.

    Advantages of Alphabetic Storage

    • Involves appropriate accessibility, practicality, and efficiency.

    Shelf Files Limitations

    • Contrary to the belief, shelf files may not ensure confidentiality for records.

    Records Storage System Criteria

    • Considerations include cost, space, and record protection before making purchases.

    Causes of Misfiling

    • Misfiling occurs due to various contributing factors related to human error and system failures.

    Finding Lost Files

    • Search methods include checking between and under folders within storage systems.

    Permanent Cross-References

    • Creating guides or sheets in likely record locations enhances retrieval efficiency.

    Motorized Rotary Storage

    • A system that facilitates file retrieval by moving shelves around a central hub.

    Alphabetic Filing Order Examples

    • For The 14 Day Diet, 24 Carat Gold, and others signifies correct sequencing based on alphabetic criteria.

    Business Correspondence Filings

    • Incoming business correspondence is typically stored based on the name found in the letterhead.

    Records Retention Program

    • Established policies governing document retention, storage environments, and timeframes for record keeping.

    Requesting Out-of-File Records

    • Utilizes forms known as on-call forms for retrieval operations.

    Records Inventory

    • Detailed directory documenting types, locations, dates, and other vital information about an organization's records.

    Archivist Role

    • A trained professional specifically equipped to handle archival materials within an organization.

    Groupings of Record Values

    • Nonessential, useful, important, and vital define the spectrum of record significance.

    Indexing for Records

    • An index serves as a systematic guide for locating specific records in larger databases.

    Active Records Transfer Timing

    • Using the periodic transfer method, records transition to inactive status typically once a year.

    Inactive Record Storage

    • Transferring inactive records is essential when regular requests reduce and storage is limited.

    Destruction Date File

    • This tickler file tracks records slated for destruction based on scheduled timelines.

    Inactive Records Index

    • A record index that provides a summary of all stored records within inactive storage.

    Perpetual Transfer Method

    • Continuously transfers records from active to inactive storage based on need or relevance.

    Records Activity Levels

    • Defined groups include active, inactive, and archives, describing record engagement levels.

    Document Classification as Records

    • Various documents may serve as records depending on their content and context.

    RFID System Components

    • Consists of various elements facilitating tracking and management of records.

    Charge-out and Follow-up File

    • A tickler file organizing requisition forms by due dates for record returns in storage facilities.

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    Description

    Test your knowledge on the key concepts of records and information lifecycle management. This quiz covers definitions and classifications relevant to organizational documentation and its importance in daily operations. Perfect for students exploring records management and information studies.

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