Chapter 7 Records Management Quiz

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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?

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

What is the life cycle of records in Records Management?

From their inception right through to their disposal Signup and view all the answers

What is the main focus of Records Management?

Retrieving the right document at the right time Signup and view all the answers

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

To systematically control records throughout their life cycle Signup and view all the answers

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

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

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

Capturing and maintaining evidence of business activities 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)?

To provide standard rules for storing records alphabetically Signup and view all the answers

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

Each part of a name Signup and view all the answers

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

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

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

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

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

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

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

'Ensuring efficiency and economy' in record creation and use Signup and view all the answers

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

Adequate documentation of policies and transactions Signup and view all the answers

Chapter 7 Records Management Quiz

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