CPS Records Management

Question 1

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

Accepted Answer

Alphabetic

Answer

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

Question 2

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

Accepted Answer

Smith, Mary, Ann

Answer

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

Question 3

A records retention schedule is primarily used to:

Accepted Answer

Determine how long records must be kept before disposal

Answer

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

Question 4

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

Accepted Answer

Create a cross-reference

Answer

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

Question 5

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

Accepted Answer

Vital records

Answer

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

CPS - Certified Professional Secretary Practice Test