Records Management Basics

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?

document imaging Signup and view all the answers

What type of value do policy and procedures manuals have?

administrative value Signup and view all the answers

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

useful Signup and view all the answers

Which of the following best describes records management?

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

According to ISO 15489, what defines a record?

information created, received, and maintained as evidence Signup and view all the answers

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

All of the above Signup and view all the answers

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

All of the above Signup and view all the answers

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

electronic fund transfer Signup and view all the answers

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

All of the above Signup and view all the answers

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

the creation of the General Services Administration (GSA) Signup and view all the answers

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

80 percent Signup and view all the answers

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

networks and computers Signup and view all the answers

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

the operating level of records management workers Signup and view all the answers

What does enterprise content management (ECM) describe?

technologies, tools, and methods used to manage content Signup and view all the answers

The analyst operating level of records management workers includes?

active records analyst Signup and view all the answers

What type of problem does inaccurate classification of records signify?

human Signup and view all the answers

RIM programs should have which features?

All of the above Signup and view all the answers

Which statements best describe RIM challenges?

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

At which level does a records manager work?

managerial Signup and view all the answers

Federal legislation balances and protects?

All of the above Signup and view all the answers

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

storing Signup and view all the answers

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

the number of colors used for color coding Signup and view all the answers

Which statements is an advantage of the alphabetic storage method?

All of the above Signup and view all the answers

Which statements is not an advantage of shelf files?

shelf files provide confidentiality for files Signup and view all the answers

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

All of the above Signup and view all the answers

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

All of the above Signup and view all the answers

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

floor space, cost, and protection of records Signup and view all the answers

Misfiling is caused by?

All of the above Signup and view all the answers

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

look between folders and under all folders in the drawer or shelf 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?

creating a permanent cross-reference Signup and view all the answers

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

motorized rotary storage 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?

24 Caret Gold, A Cut Above, The 14 Day Diet, U & I Nursery 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?

A.James Hunt, Hunt & Jones, Hunting Club, Hunter St.Jones 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?

Grocery Outlet Signup and view all the answers

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

in the letterhead 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?

records retention program Signup and view all the answers

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

on-call form Signup and view all the answers

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

records inventory Signup and view all the answers

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

an archivist Signup and view all the answers

The categories of record values are?

nonessential, useful, important, and vital Signup and view all the answers

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

an index Signup and view all the answers

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

usually once a year Signup and view all the answers

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

inactive records should be transferred to inactive records storage Signup and view all the answers

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

a destruction date file Signup and view all the answers

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

an inactive records index Signup and view all the answers

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

perpetual Signup and view all the answers

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

active, inactive, and archives Signup and view all the answers

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

All of the above Signup and view all the answers

Which components are part of a RFID system?

Both A and C 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?

a charge-out and follow-up file 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.