Records Management Chapter 1

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Questions and Answers

What is management?

A strategy for financial growth.

A method for managing electronic data.

The process of using resources to achieve goals through planning, organizing, leading, and controlling. (correct)

The act of recording information for later use.

What is records management?

The systematic control of all records from their creation to their ultimate disposition.

What is ISO 15489?

A standard for records management policies and procedures.

What defines a record?

Stored information made by an organization that is evidence of its operations. Signup and view all the answers

What is ARMA International?

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

What are transaction documents?

Records used in an organization's day-to-day operations. Signup and view all the answers

What are reference documents?

Records that contain information needed for long-term operations. Signup and view all the answers

What are external records?

Records created for outside use by an organization. Signup and view all the answers

What are internal records?

Records that contain information needed to operate an organization. Signup and view all the answers

What are electronic records?

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

What is electronic mail (e-mail)?

A system that enables the management of electronic documents across networks. Signup and view all the answers

What is a wiki?

A page or collection of web pages for collaborative content modification. Signup and view all the answers

What is a blog?

A shared, online journal with regularly posted entries. Signup and view all the answers

What is a podcast?

A broadcast sent over the Internet for listening via electronic devices. Signup and view all the answers

What is an internet forum?

An online platform for posting and reading messages. Signup and view all the answers

What is a tweet?

A short message posted on the Twitter social networking site. Signup and view all the answers

What is document imaging?

An automated system for managing images of physical records in electronic format. Signup and view all the answers

What is the Internet?

A worldwide network of computers allowing access to electronic information. Signup and view all the answers

What is the World Wide Web?

A part of the Internet containing HTML documents for web browsing. Signup and view all the answers

What is e-commerce?

An electronic method to communicate and transact business. Signup and view all the answers

Study Notes

Key Concepts in Records Management

Management: Involves the effective use of organizational resources through planning, organizing, leading, and controlling to achieve specific goals.
Records Management: Entails systematic control of records throughout their lifecycle, covering creation, processing, distribution, organization, storage, retrieval, and final disposition.

Standards and Organizations

ISO 15489: A pivotal standard for records management ensuring proper attention and protection for all records to facilitate efficient retrieval of evidence and information.
ARMA International: A professional association dedicated to information management, defining records broadly and aiming to enhance educational programs related to records and information management.

Types of Records

Records: Information created or received by an organization, evidencing operations, and requiring retention for compliance and transaction documentation.
Transaction Documents: Essential records for daily operations, including invoices, contracts, and personnel records.
Reference Documents: Long-term operational records useful for past decisions and organizational policies, such as business letters and reports.
External Records: Records created for external communication, like letters and emails to customers and suppliers.
Internal Records: Organizational records necessary for internal operations, encompassing payroll, interoffice communications, and compliance with regulations.

Digital and Electronic Concepts

Electronic Records: Information stored on electronic media, accessible and modifiable via machines.
Electronic Mail (E-mail): A communication system allowing users to manage electronic documents across networks.
Document Imaging: A system facilitating the scanning, storing, and management of physical records in an electronic format.

Online Communication and Content

Wiki: A collaborative web page allowing users to contribute and modify content.
Blog: An online journal with regular entries known as posts.
Podcast: Digital content broadcasted over the Internet for audio or video consumption.
Internet Forum: A platform for users to post and read messages, functioning as a message board.
Tweet: A brief message posted on Twitter's social media platform.

Internet and E-Commerce

Internet: A global network enabling public access to electronic information sharing and storage.
World Wide Web (WWW): A section of the Internet focused on HTML documents accessible via web browsers.
E-commerce: The electronic facilitation of business transactions and communications over networks.

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Description

This quiz covers key definitions and concepts from Chapter 1 of Records Management. You will explore terms like management and records management, learning how they impact organizational effectiveness. Perfect for anyone looking to grasp the foundational elements of managing records effectively.