CAP Office Administration and Records Management 3

Question 1

Under ARMA International's alphabetic filing rules, how should 'The Brown Company' be indexed?

Accepted Answer

Brown Company The

Answer

The Brown Company

Answer

Company Brown The

Answer

T Brown Company

Question 2

What is the purpose of a tickler file in office administration?

Accepted Answer

To serve as a follow-up reminder system for pending tasks and deadlines

Answer

To store confidential documents that require executive sign-off

Answer

To organize files that have been requested but not yet retrieved

Answer

To flag records that are approaching their retention expiration date

Question 3

Which of the following records would most likely be classified as a 'non-essential' record?

Accepted Answer

Routine inter-office memos with no lasting business value

Answer

Signed contracts with active vendors

Answer

Audited financial statements

Answer

Patent applications and intellectual property filings

Question 4

What is 'metadata' in the context of electronic records management?

Accepted Answer

Data that describes the context, content, and structure of a record

Answer

The visual formatting applied to a document

Answer

The backup copy of a digital file stored on a remote server

Answer

The password protection settings applied to a file

Question 5

An organization is transitioning from paper to electronic records. Which process involves converting paper documents to a digital format?

Accepted Answer

Digitization

Answer

Migration

Answer

Disposition

Answer

Indexing

Question 6

Which filing system is most suitable for managing a large volume of client records in a medical or legal office where confidentiality is important?

Accepted Answer

Numeric filing

Answer

Alphabetic filing

Answer

Subject filing

Answer

Geographic filing