Records Classification & Storage Flashcards

In records management, what does the term 'vital records' specifically refer to?

Answer: Records essential to resume operations after a disaster

Vital records are those essential to the organization's continued operation or reconstruction after an emergency or disaster.

Which filing method assigns a unique sequential number to each record or folder as it enters the system?

Answer: Accession numeric

The accession method assigns consecutive numbers to records or folders in the order they are received or created.

A records center uses color-coded labels on file folders. What is the primary benefit of this approach?

Answer: It allows misfiled folders to be spotted visually

Color-coded labels create a visual pattern on shelves, making misfiled folders immediately apparent as a color break in the pattern.

What is the function of a 'cross-reference' in a filing system?

Answer: A notation directing the searcher to related records stored elsewhere

A cross-reference is a notation or card that directs a searcher from one filing location to another where related or alternative-named records are stored.

Under ARMA International filing rules, how should the business name 'The Johnson Group' be indexed?

Answer: Johnson Group The

ARMA rules treat articles like 'The' as non-essential and transpose them to the end of the filing unit.

High-density mobile shelving systems (also called compactors) primarily save costs by:

Answer: Reducing the floor space required for the same volume of records

Mobile shelving eliminates fixed aisles between all units, allowing more shelving in the same floor area and reducing real estate costs.

Which environmental factor poses the greatest biological threat to paper records stored in a records center?

Answer: High humidity above 60%

High relative humidity above 60% promotes mold and mildew growth, which can rapidly destroy paper records.