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 are moved to inactive storage when reference frequency drops below a set threshold, indicating they are no longer needed for daily operations.

Question 2

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

Accepted Answer

Numeric system

Answer

The numeric filing system assigns sequential numbers to records; since numbers do not indicate content, a separate index is required to locate specific files.

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

Records that have satisfied their retention requirements and have no legal holds should be properly destroyed to free storage space and reduce liability.

Question 4

Color coding in a filing system is primarily used to:

Accepted Answer

Speed retrieval and reduce misfiling errors

Answer

Color-coded folders or labels allow for faster visual retrieval and make misfiled documents immediately apparent when colors appear out of sequence.

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

An EDMS enables simultaneous multi-user access, dramatically improving collaboration since only one person can physically possess a paper document at a time.

CPS - Certified Professional Secretary Practice Test

CPS - Certified Professional Secretary Practice Test

CPS Records Management 2