COA Records and Information Management 3 — Questions and Answers
Question 1: What does the acronym 'ARMA' stand for in the context of records management?
- Automated Records Management Association
- Association of Records Managers and Administrators (Correct answer)
- American Records and Media Alliance
- Administrative Records Management Authority
Correct answer: Association of Records Managers and Administrators
ARMA International, formerly known as the Association of Records Managers and Administrators, is the leading professional organization for records and information management.
Question 2: A 'tickler file' is most accurately described as:
- A file for humorous or light office communications
- A chronological follow-up system for pending matters (Correct answer)
- A cross-reference index for related files
- A temporary holding area for unfiled documents
Correct answer: A chronological follow-up system for pending matters
A tickler file is a chronological reminder system that 'tickles' the memory about matters requiring future action on specific dates.
Question 3: Which filing system is BEST suited for a medical or legal office that files records by patient or client number?
- Alphabetic
- Geographic
- Numeric (Correct answer)
- Subject
Correct answer: Numeric
Numeric filing assigns each client a unique number, providing confidentiality and easy expansion, making it ideal for medical and legal offices.
Question 4: Under the Generally Accepted Recordkeeping Principles (GARP), which principle requires that records are complete, accurate, and trustworthy?
- Availability
- Integrity (Correct answer)
- Compliance
- Retention
Correct answer: Integrity
The Integrity principle in GARP requires that records be protected against unauthorized alteration and maintained as reliable, accurate evidence of business activities.
Question 5: What is a 'charge-out' record in a physical filing system?
- A bill sent to clients for filing services
- A record documenting that a file has been removed and who has it (Correct answer)
- A log of records scheduled for destruction
- A form authorizing access to confidential files
Correct answer: A record documenting that a file has been removed and who has it
A charge-out record (or out card/guide) is placed in the file drawer to show that a folder has been borrowed, tracking its location and expected return.
Question 6: Which of the following BEST describes 'information governance'?
- IT department control over all digital data
- A holistic framework for managing information assets across legal, risk, and business requirements (Correct answer)
- Government regulation of corporate recordkeeping
- The process of digitizing paper records
Correct answer: A holistic framework for managing information assets across legal, risk, and business requirements
Information governance is a strategic framework that aligns records management, IT, legal, compliance, and privacy to manage information as a valuable organizational asset.
Question 7: When indexing a business name that includes an article such as 'The Sunshine Company,' how is 'The' treated?
- Indexed as the first filing unit
- Transposed to the end and ignored in filing order (Correct answer)
- Dropped entirely from the index
- Filed under 'T' for 'The'
Correct answer: Transposed to the end and ignored in filing order
Per ARMA rules, leading articles like 'The' are transposed to the end of the name and disregarded for filing purposes (Sunshine Company, The).
COA Records and Information Management 3
What does the acronym 'ARMA' stand for in the context of records management?