BBC LA County BBC Records and File Management 1 — Questions and Answers
Question 1: In an alphabetical filing system, which name would be filed FIRST?
- Smith, John
- Smithson, Anna
- Smith, Andrew (Correct answer)
- Smithfield, Carl
Correct answer: Smith, Andrew
Alphabetical filing is done letter by letter; 'Smith, Andrew' comes before 'Smith, John' because 'A' precedes 'J'.
Question 2: A retention schedule in records management is used to:
- Track the number of copies made of each document
- Define how long specific types of records must be kept before disposal (Correct answer)
- Schedule appointments and meetings for staff
- Determine the order in which files are alphabetized
Correct answer: Define how long specific types of records must be kept before disposal
A retention schedule specifies the mandatory storage period for each record type before it can be legally destroyed.
Question 3: Which filing method organizes records by number rather than by name?
- Alphabetical filing
- Geographic filing
- Numeric filing (Correct answer)
- Subject filing
Correct answer: Numeric filing
Numeric filing assigns each record a unique number and organizes folders in numerical sequence.
Question 4: When a file cannot be located in its designated folder, the first step in locating it should be to:
- Create a new file with the same name
- Check an out-card or charge-out record to see who last accessed it (Correct answer)
- Report the missing file to county administration immediately
- Search every drawer in the filing cabinet
Correct answer: Check an out-card or charge-out record to see who last accessed it
An out-card or charge-out record tracks who removed a file and when, making it the first logical place to look.
Question 5: Which of the following is an example of an active record?
- A closed case file from five years ago
- A current employee personnel file used for ongoing HR actions (Correct answer)
- Archived financial records from a completed fiscal year
- Microfilmed documents stored off-site
Correct answer: A current employee personnel file used for ongoing HR actions
An active record is one that is currently referenced or used in the conduct of ongoing business.
Question 6: Subject filing is most advantageous when:
- All records relate to the same individual
- Records are best grouped by topic or program area rather than by name (Correct answer)
- Records need to be filed in chronological order only
- The office has a very small volume of documents
Correct answer: Records are best grouped by topic or program area rather than by name
Subject filing organizes documents by topic or category, which is efficient when records span multiple individuals but share a common theme.
BBC LA County BBC Records and File Management 1
In an alphabetical filing system, which name would be filed FIRST?