CAP Office Administration and Records Management

Question 1

Which records management principle ensures that documents are retained only as long as they are legally or operationally required?

Accepted Answer

Retention schedule

Answer

A retention schedule specifies how long different categories of records must be kept based on legal, regulatory, and business requirements. Once the retention period expires, records can be disposed of in accordance with policy.

Question 2

What is the primary purpose of an alphabetic filing system in an office environment?

Accepted Answer

To allow quick retrieval by name or subject

Answer

Alphabetic filing organizes records by name or subject in A-to-Z order, making retrieval fast and intuitive for users who know the name or title of the document. It is one of the most commonly used filing methods.

Question 3

Which of the following best describes a 'vital record' in records management?

Accepted Answer

A record essential for an organization to resume operations after a disaster

Answer

Vital records are those that are essential for an organization to continue or quickly resume critical operations following a disaster. Examples include legal documents, financial records, and proprietary databases.

Question 4

An administrative professional is implementing a numeric filing system. What is typically required in addition to the numeric files?

Accepted Answer

An alphabetic index card file or database

Answer

Numeric filing assigns numbers to records and files them in numeric order, but users need an alphabetic index to look up the number associated with a name or subject before they can retrieve the file.

Question 5

What does the term 'disposition' mean in the context of records management?

Accepted Answer

The final action taken with a record, such as destruction or transfer to archives

Answer

Disposition refers to the final handling of a record at the end of its retention period, which may include destruction, transfer to an archives, or permanent retention. It is the last phase of the records lifecycle.

CAP - Certified Administrative Professional Practice Test

CAP - Certified Administrative Professional Practice Test

CAP Office Administration and Records Management