BBC LA County BBC Records and File Management 2 — Questions and Answers
Question 1: What does the acronym 'EDMS' stand for in the context of records management?
- Electronic Data Management System
- Electronic Document Management System (Correct answer)
- Essential Data Monitoring Software
- Enterprise Department Mail Service
Correct answer: Electronic Document Management System
EDMS stands for Electronic Document Management System, a platform used to store, organize, and retrieve digital records.
Question 2: When filing correspondence, which part of the document is typically used to determine the filing location?
- The date at the top of the letter
- The subject line or the name of the correspondent (Correct answer)
- The signature block at the bottom
- The letterhead logo of the sending organization
Correct answer: The subject line or the name of the correspondent
The subject line or the name of the person or organization being written to determines where a piece of correspondence is filed.
Question 3: In LA County, records that are no longer active but must be retained per schedule are typically:
- Destroyed immediately after closing
- Transferred to inactive storage or an off-site records center (Correct answer)
- Kept at the clerk's desk indefinitely
- Scanned and then shredded without authorization
Correct answer: Transferred to inactive storage or an off-site records center
Inactive records that must still be retained are transferred to designated storage areas or off-site records centers to free up office space.
Question 4: A cross-reference in a filing system is used to:
- Duplicate a record for backup purposes
- Indicate that a record may be found under more than one filing location (Correct answer)
- Correct errors found in the original document
- Link two separate databases together
Correct answer: Indicate that a record may be found under more than one filing location
A cross-reference card or sheet directs filers and searchers to related files stored under a different name or heading.
Question 5: Which of the following actions would be a breach of records confidentiality in a county office?
- Storing personnel files in a locked cabinet
- Releasing an employee's medical records to an unauthorized coworker (Correct answer)
- Shredding documents per the approved retention schedule
- Requiring a sign-out log before releasing a file
Correct answer: Releasing an employee's medical records to an unauthorized coworker
Releasing protected records such as personnel or medical files to unauthorized individuals violates confidentiality policies and may break the law.
Question 6: When documents are filed in chronological order, the most recent document is typically placed:
- At the back of the folder
- At the front of the folder (Correct answer)
- In a separate folder labeled 'New'
- Alphabetically regardless of date
Correct answer: At the front of the folder
Standard practice in chronological filing places the most recent document at the front so it is accessed first.
BBC LA County BBC Records and File Management 2
What does the acronym 'EDMS' stand for in the context of records management?