Records Management Flashcards

What is the most commonly used filing system in office environments?

Answer: Alphabetic

The alphabetic filing system is the most widely used because it is intuitive and requires no separate index to locate records.

According to ARMA International indexing rules, what is the correct order of indexing units for the name 'Mary Ann Smith'?

Answer: Smith, Mary, Ann

ARMA rules dictate that the surname is the first indexing unit, followed by the first name, then the middle name.

A records retention schedule is primarily used to:

Answer: Determine how long records must be kept before disposal

A records retention schedule specifies how long different record types must be kept to satisfy legal, regulatory, and business requirements.

When a document could logically be filed under more than one subject, the preferred records management solution is to:

Answer: Create a cross-reference

A cross-reference indicates that a record can be found under another location, avoiding the need for duplicate documents.

Which type of records are considered most critical to an organization's continued operation following a disaster?

Answer: Vital records

Vital records are those essential to an organization's survival and must be protected through special backup or off-site storage procedures.

In a terminal-digit filing system, the number 45-23-07 is filed primarily according to which digits?

Answer: 07, as the primary group

In terminal-digit filing, the last group of digits (07) serves as the primary filing unit, allowing even distribution of records across the system.

Which organization publishes the widely accepted standards for records and information management practices in the United States?

Answer: ARMA International

ARMA International is the leading professional association that develops and publishes industry standards and best practices for records and information management.