CPS Records Management 2

Question 1

The transfer of records from active storage to inactive storage is typically triggered by:

Accepted Answer

Reference activity dropping below a predetermined threshold

Answer

Records being referenced more than 10 times in a month

Answer

The creation of digital backup copies

Answer

An annual management policy decision

Question 2

Which filing system assigns a unique number to each record and requires a separate index for retrieval?

Accepted Answer

Numeric system

Answer

Alphabetic system

Answer

Geographic system

Answer

Subject system

Question 3

Records that have reached the end of their retention period and are not subject to any legal hold should be:

Accepted Answer

Disposed of using an approved destruction method

Answer

Transferred to an off-site storage facility

Answer

Converted to microfilm for preservation

Answer

Donated to a public archive

Question 4

Color coding in a filing system is primarily used to:

Accepted Answer

Speed retrieval and reduce misfiling errors

Answer

Indicate the level of document confidentiality

Answer

Separate records by department budget

Answer

Denote the approximate age of records

Question 5

An electronic document management system (EDMS) provides a key advantage over a paper-based system because it:

Accepted Answer

Allows multiple users to access the same document simultaneously

Answer

Eliminates the need for any records retention policy

Answer

Automatically destroys records after one year

Answer

Requires all documents to be printed for legal compliance

Question 6

What is the primary purpose of a records audit in an organization?

Accepted Answer

To verify that records management policies are being followed correctly

Answer

To identify employees who access records too frequently

Answer

To convert all paper records to digital format

Answer

To create a master numerical index of all documents

Question 7

In records management, 'disposition' refers to:

Accepted Answer

The final action taken on a record at the end of its retention period

Answer

The physical arrangement of filing cabinets in an office

Answer

The process of indexing newly received records

Answer

The method used to retrieve records from storage