Records Management Flashcards

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Questions and Answers

What is a Record?

A document that is deleted from the system.
Physical evidence that cannot be stored electronically.
Only financial documents of an organization.
Stored information made or received by an organization that has value. (correct)

What is a Transaction Document?

Reports generated at the end of the year.
A statistical analysis document.
Only contracts with external parties.
Record used in an organization's day-to-day operations. (correct)

What is a Reference Document?

A record containing information needed to carry on the operations of a firm over long periods.

What is an External Record?

A record created for use outside an organization. Signup and view all the answers

What is an Internal Record?

A record that contains information needed to operate an organization. Signup and view all the answers

What characterizes an Electronic Record?

Stored on electronic media that can easily be accessed or changed. Signup and view all the answers

What is an E-mail?

A system that enables users to compose, transmit, receive, and manage electronic documents. Signup and view all the answers

What is a Wiki?

A page or collection of web pages that allows people to contribute or modify content. Signup and view all the answers

What is a Blog?

A shared, online journal. Signup and view all the answers

What is a Podcast?

A broadcast sent over the internet to receivers who view or hear it. Signup and view all the answers

What is an Internet Forum?

A place where people can read and post messages. Signup and view all the answers

What is a Tweet?

A short message posted on the Twitter social network website. Signup and view all the answers

What is a Webinar?

A presentation given over the internet. Signup and view all the answers

What is Document Imaging?

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

What is the Internet?

A worldwide network of computers for sending and receiving electronic information. Signup and view all the answers

What is the World Wide Web?

A part of the internet that contains HTML documents displayed using web browsers. Signup and view all the answers

What is E-Commerce?

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

What is Electronic Fund Transfer (EFT)?

Electronic payments and collections. Signup and view all the answers

What is Electronic Data Interchange (EDI)?

A communication procedure between two companies for document exchange. Signup and view all the answers

What is Enterprise Content Management (ECM)?

Technologies and methods used to manage and deliver content across an enterprise. Signup and view all the answers

What is the Record and Information Life Cycle?

The life span of a record expressed in five phases: creation, distribution, use, maintenance, disposition. Signup and view all the answers

What are Archives?

Facilities where records are preserved for historical value. Signup and view all the answers

What are Centralized Records?

Records physically located and controlled in one area. Signup and view all the answers

What are Decentralized Records?

Records physically located in departments where they are created and used. Signup and view all the answers

What is a Records System?

A group of interrelated resources acting together to accomplish records management goals. Signup and view all the answers

What is a Filing Method?

The way in which records are stored in cabinets or on storage devices. Signup and view all the answers

What is Indexing?

The process of determining the filing segment for storage and ordering items. Signup and view all the answers

What is a Filing Segment?

The name by which a record is stored and requested. Signup and view all the answers

What are Indexing Units?

Various words that make up the filing segment. Signup and view all the answers

What is a Key Unit?

The first unit of a filing segment. Signup and view all the answers

What is Coding?

The act of assigning a file designation to records as they are classified. Signup and view all the answers

What are Indexing Rules?

Written procedures that describe how filing segments are ordered. Signup and view all the answers

What is Sorting?

Arranging records in the sequence in which they are to be stored. Signup and view all the answers

What is Indexing Order?

The order in which units of the filing segment are considered. Signup and view all the answers

What is a Cross-Reference?

It shows the name in a different form than used on the original record. Signup and view all the answers

What is Management?

The process of using an organization's resources to achieve specific goals. Signup and view all the answers

What is Records Management?

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

What is ISO 15489?

A standard for records management policies and procedures. Signup and view all the answers

What is ARMA International?

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

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Study Notes

Records Management Concepts

Record: Stored information that serves as evidence of an organization's operations, requiring retention for a specific time.
Transaction Document: Used in daily operations, includes invoices, sales orders, and bank checks.
Reference Document: Contains long-term operational information, such as business letters and reports.
External Record: Created for use outside an organization, examples include letters and faxes.
Internal Record: Necessary for internal operations, includes payroll records and internal bulletins.
Electronic Record: Stored on electronic media, easily accessible or modifiable.

Digital Communication and Content

E-mail: System for composing, transmitting, and managing electronic documents over networks.
Wiki: Collaborative web page allowing multiple users to modify content.
Blog: An online journal shared publicly.
Podcast: Internet broadcast accessible via computers or MP3 players.
Internet Forum: Message board where users can post and read messages.
Tweet: Brief message posted on Twitter.

Online Presentations and Content Management

Webinar: Online presentation format.
Document Imaging: System for scanning, storing, and managing physical records in digital format.
E-Commerce: Electronic methods for business transactions and communications.
Electronic Fund Transfer (EFT): Method for electronic payments and collections.
Electronic Data Interchange (EDI): Standardized document exchange process between companies.

Records Governance and Life Cycle

Enterprise Content Management (ECM): Technologies and methods for capturing and managing content across an organization.
Record and Information Life Cycle: Phases include creation, distribution, use, maintenance, and disposition.
Archives: Facilities for preserving records due to their ongoing or historical value.
Centralized Records: Records physically located and managed in a single area.
Decentralized Records: Records managed within departments where they are created and utilized.

Records Organization Techniques

Records System: Interrelated resources working together to achieve records management goals.
Filing Method: Storage techniques for records in cabinets or on digital devices.
Indexing: Process of determining the filing segment for storage and organizing items systematically.
Filing Segment: The name by which a record is stored and requested.
Indexing Units: Words comprising the filing segment.
Key Unit: First unit within a filing segment.
Coding: Assigning designations to records during classification.
Indexing Rules: Procedures outlining the order of filing segments.
Sorting: Arranging records in the correct sequence for storage.
Indexing Order: The sequence of units in a filing segment.
Cross-Reference: Indicates storage location of a record in a different name format.

Management and Standards

Management: Utilizing resources to achieve goals via planning, organizing, leading, and controlling (POLC).
Records Management: Systematic control of records from creation to final disposition.
ISO 15489: Standards governing records management policies and procedures.
ARMA International: Association for professionals in information management.

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