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 15489 is the international standard specifically dedicated to records management, providing principles and requirements for creating, capturing, and managing records in any format across all organizations.

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

A cross-reference sheet is placed in the location where someone might logically look for a record that is filed elsewhere, guiding the user to the correct location. It prevents misfiling and aids retrieval.

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

Cross-cut or micro-cut shredding destroys confidential information beyond reconstruction, meeting regulatory requirements such as HIPAA, FACTA, and GDPR for secure disposal of sensitive records.

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

Chronological filing organizes records by date, making it ideal for time-sensitive documents like invoices, correspondence logs, and meeting minutes where retrieval is date-based.

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

A consistent naming convention that includes date, subject, and version allows users to quickly identify, sort, and retrieve files without opening them, and supports efficient search across shared drives.

CAP - Certified Administrative Professional Practice Test

CAP - Certified Administrative Professional Practice Test

CAP Office Administration and Records Management 2