Records Classification & Storage Flashcards
7 cards from real CRM practice questions. Tap to flip, then mark Knew It or Still Learning — missed cards come back until you master them.
Read the first 7 Records Classification & Storage flashcards as text
Which classification method is most suitable for a law firm that needs to retrieve client files by case number assigned at intake?
Answer: Numeric by case number
Since staff reference and communicate using the case number, a numeric system allows direct retrieval without translation.
In ARMA filing rules, how are hyphenated personal names (e.g., Mary Smith-Jones) typically treated?
Answer: The hyphen is ignored and the names are treated as one unit
ARMA rules treat hyphenated names as a single filing unit, ignoring the hyphen.
A records manager discovers that 40% of folders in an active file area have not been accessed in over two years. The recommended action is to:
Answer: Transfer those records to inactive or offsite storage
Records with low activity should be transferred to lower-cost inactive or offsite storage to free expensive active filing space.
What does the 'middle-digit' filing method use as its primary sort key?
Answer: The middle group of digits in the file number
Middle-digit filing uses the center group of digits as the primary key, offering a balance between sequential access and distributed filing.
Which of the following is an example of a 'combination' or 'alphanumeric' filing system?
Answer: Files organized by state abbreviation followed by a sequential number (e.g., CA-0042)
An alphanumeric system combines alphabetic and numeric elements (e.g., geographic code + number) to classify records.
According to best practices, records stored in boxes at an offsite facility should be arranged so that:
Answer: Destruction dates are grouped together to simplify purging
Grouping boxes by destruction date allows the records center to purge entire batches efficiently when the retention period expires.
A 'file plan' (also called a file classification plan) primarily serves to:
Answer: Define the authorized subjects, structure, and codes of a filing system
A file plan establishes the authorized classification structure, folder titles, and codes that govern how records are organized within a system.