Chapter 7 Records Management Quiz
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Questions and Answers

What is Records Management?

  • A random process of storing documents without any classification
  • A systematic approach to the creation, use, maintenance, and disposal of an organization's records (correct)
  • A disorganized approach to handling an organization's records
  • A manual approach to managing records only in paper format

    • Why is Records Management important?

  • To complicate retrieval of documents
  • To intentionally lose sensitive information
  • To prevent easy access to records
  • To mitigate risks associated with unauthorized access of sensitive information (correct)

    • What does effective Records Management ensure?

  • Inaccurate capture and maintenance of records
  • Unrestricted access to sensitive information
  • Compliance with laws and regulations (correct)
  • Retention of all records indefinitely

    • What is involved in Records Management?

    <p>Identifying, classifying, storing, securing, retrieving, tracking, and destroying or permanently preserving records</p> Signup and view all the answers

    What is the life cycle of records in Records Management?

    <p>From their inception right through to their disposal</p> Signup and view all the answers

    What is the main focus of Records Management?

    <p>Retrieving the right document at the right time</p> Signup and view all the answers

    What is the primary objective of records management according to the International Organization for Standardization (ISO)?

    <p>To systematically control records throughout their life cycle</p> Signup and view all the answers

    According to the National Archives and Records Administration (NARA), what does records management involve?

    <p>Planning, controlling, directing, organizing, training, promoting, and other managerial activities involved with respect to records</p> Signup and view all the answers

    What is the main focus of the Society of American Archivists (SAA) definition of records management?

    <p>Capturing and maintaining evidence of business activities</p> Signup and view all the answers

    What is the purpose of the 12 Alphabetic Filing Rules published by the Association of Records Managers and Administrators (ARMA)?

    <p>To provide standard rules for storing records alphabetically</p> Signup and view all the answers

    What is treated as a 'unit' in alphabetic indexing rules?

    <p>Each part of a name</p> Signup and view all the answers

    According to ARMA's Alphabetic Filing Rules, how should names be alphabetized?

    <p>Unit by unit, considering each part of a name as a unit</p> Signup and view all the answers

    What is the main focus of Records Management according to ISO standards?

    <p>To control the maintenance and use of records throughout their life cycle</p> Signup and view all the answers

    What do the definitions provided by ISO and ARMA emphasize about managing records?

    <p>'Capture and maintain evidence' to support decision-making processes</p> Signup and view all the answers

    What is the goal highlighted by all the provided definitions regarding records management?

    <p>'Ensuring efficiency and economy' in record creation and use</p> Signup and view all the answers

    What needs to be achieved through 'planning, controlling, directing, organizing' according to NARA?

    <p>Adequate documentation of policies and transactions</p> Signup and view all the answers

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