Records Classification & Storage Flashcards

In a geographic filing system, records are primarily organized by:

Answer: Location (country, state, city), then alphabetically within

Geographic systems arrange records by location hierarchy (e.g., state, then city), then alphabetically within each location.

What is the purpose of a 'retention label' on a records storage box?

Answer: To indicate the date the box may be destroyed or transferred

Retention labels indicate the destruction or transfer date, enabling efficient management of the records lifecycle at the box level.

A numeric filing system requires which additional tool that alphabetic systems typically do not need?

Answer: An alphabetic index or database

Numeric systems are indirect—a separate alphabetic index or database is required to look up the assigned number before retrieving the record.

Which of the following best describes a 'straight numeric' filing system?

Answer: Records filed sequentially from lowest to highest number

Straight (sequential) numeric filing places records in order from the lowest number to the highest, similar to a numbered list.

When classifying a record about a lawsuit filed by customer Jane Smith against your company, what would be the primary filing unit under a subject system?

Answer: Lawsuits

In a subject filing system, the primary unit is the subject category (Lawsuits or Legal), not the individual's name.

What is 'blocking' in the context of records center box storage?

Answer: Using cardboard spacers to keep upright folders from tipping

Blocking refers to using cardboard or plastic spacers inside storage boxes to prevent folders from falling or bending when the box is not full.

The primary classification criterion that distinguishes 'active' records from 'inactive' records is:

Answer: The frequency of reference or use

Active records are those referenced frequently (typically more than once per month per drawer), while inactive records are rarely accessed.