Records Management Flashcards

Which filing method arranges records by geographic location such as state, city, or region?

Answer: Geographic filing

Geographic filing organizes records by location, making it ideal for organizations that manage operations or client accounts segmented by region.

A 'tickler file' in records management is best described as:

Answer: A chronological follow-up system for pending items

A tickler file is a chronological reminder system, typically organized by month and day, used to prompt action on pending matters at the appropriate future date.

When indexing the company name 'The Ritz-Carlton Hotel Company' under ARMA alphabetic rules, what is the correct first indexing unit?

Answer: Ritz-Carlton

Under ARMA indexing rules, articles such as 'The' at the beginning of a business name are disregarded, making 'Ritz-Carlton' the first indexing unit.

The concept of a 'records series' in records management refers to:

Answer: A group of related records arranged and evaluated as a unit

A records series is a group of related records that are normally used and filed together and can be evaluated as a single unit for retention scheduling purposes.

What federal law primarily governs the creation, maintenance, and disposal of records by U.S. federal agencies?

Answer: Federal Records Act

The Federal Records Act establishes the legal framework for how federal agencies must manage government records throughout their entire lifecycle.

Within a subject filing system, documents within each individual subject folder are typically arranged:

Answer: Chronologically, with the most recent document on top

Within each subject folder, documents are arranged chronologically with the most recent on top so the latest information is immediately accessible.

Which of the following best describes the concept of 'vital records protection'?

Answer: Identifying, duplicating, and securing records essential to business continuity

Vital records protection involves identifying records critical to organizational survival, creating duplicates, and storing them securely off-site to ensure business continuity after a disaster.