Records Classification & Storage Flashcards

Which classification scheme uses a subject-based hierarchy with numbered subdivisions to organize records?

Answer: Decimal classification

Decimal classification (like the Dewey Decimal System) uses numbered subdivisions arranged in a hierarchical subject-based structure.

A records manager needs to store chemical safety data sheets that must be retrieved by product name. Which primary classification method is most appropriate?

Answer: Alphabetic by subject

Alphabetic subject classification allows direct retrieval by product name without consulting an index.

What term describes the process of physically placing a record in its designated storage location?

Answer: Filing

Filing is the act of physically placing or storing a record in its assigned location within a filing system.

In a terminal-digit filing system with the number 24-36-15, which digits serve as the primary guide?

Answer: 15

In terminal-digit filing, the last group of digits (15) serves as the primary filing guide.

Which storage method is most efficient for high-volume active records that require frequent retrieval by multiple staff?

Answer: Centralized open-shelf filing

Centralized open-shelf filing maximizes density, allows simultaneous access by multiple users, and speeds retrieval for active records.

A 'tickler file' is primarily used for what records management purpose?

Answer: Following up on pending matters by date

A tickler file is a chronological follow-up system that reminds staff to take action on pending matters on specific future dates.

What is the primary advantage of a phonetic filing system like Soundex?

Answer: It groups names that sound alike despite different spellings

Soundex and other phonetic systems group names with similar sounds together, improving retrieval when the exact spelling is unknown.