CAP Office Administration and Records Management 2

Question 1

Which standard provides internationally recognized guidelines for records management programs?

Accepted Answer

ISO 15489

Answer

ISO 9001

Answer

ANSI Z39.50

Answer

IEEE 802.11

Question 2

When cross-referencing a file, the administrative professional creates a cross-reference sheet to indicate that a record has been:

Accepted Answer

Filed under a different name than the one first considered

Answer

Converted from paper to a digital format

Answer

Transferred to off-site storage

Answer

Destroyed according to the retention schedule

Question 3

What is the recommended method for disposing of confidential paper records?

Accepted Answer

Shredding using a cross-cut or micro-cut shredder

Answer

Placing them in a recycling bin

Answer

Storing them in a locked cabinet indefinitely

Answer

Returning them to the originating department

Question 4

An administrative professional needs to organize a large volume of incoming invoices by month and year. Which filing method is most appropriate?

Accepted Answer

Chronological filing

Answer

Subject filing

Answer

Alphabetic filing

Answer

Geographic filing

Question 5

Which of the following is the best practice for naming electronic files to ensure easy retrieval?

Accepted Answer

Using a consistent naming convention that includes date, subject, and version

Answer

Using the author's initials and a random sequence number

Answer

Saving files with the default name assigned by the application

Answer

Using full sentences that describe the document's content

Question 6

What is the primary advantage of a centralized filing system compared to a decentralized one?

Accepted Answer

Records are controlled by one department, reducing duplication and improving consistency

Answer

Each department maintains its own files for faster local access

Answer

Records are stored in multiple locations to ensure availability

Answer

Employees can file and retrieve documents without IT involvement