CRM Records Classification & Storage 2 — Questions and Answers
Question 1: Which classification scheme uses a subject-based hierarchy with numbered subdivisions to organize records?
- Alphabetic classification
- Numeric classification
- Decimal classification (Correct answer)
- Geographic classification
Correct answer: Decimal classification
Decimal classification (like the Dewey Decimal System) uses numbered subdivisions arranged in a hierarchical subject-based structure.
Question 2: A records manager needs to store chemical safety data sheets that must be retrieved by product name. Which primary classification method is most appropriate?
- Chronological
- Alphabetic by subject (Correct answer)
- Numeric by accession
- Geographic by plant location
Correct answer: Alphabetic by subject
Alphabetic subject classification allows direct retrieval by product name without consulting an index.
Question 3: What term describes the process of physically placing a record in its designated storage location?
- Indexing
- Filing (Correct answer)
- Coding
- Sorting
Correct answer: Filing
Filing is the act of physically placing or storing a record in its assigned location within a filing system.
Question 4: In a terminal-digit filing system with the number 24-36-15, which digits serve as the primary guide?
- 24
- 36
- 15 (Correct answer)
- All digits equally
Correct answer: 15
In terminal-digit filing, the last group of digits (15) serves as the primary filing guide.
Question 5: Which storage method is most efficient for high-volume active records that require frequent retrieval by multiple staff?
- Centralized open-shelf filing (Correct answer)
- Decentralized drawer filing
- Offsite box storage
- Microfilm storage
Correct answer: Centralized open-shelf filing
Centralized open-shelf filing maximizes density, allows simultaneous access by multiple users, and speeds retrieval for active records.
Question 6: A 'tickler file' is primarily used for what records management purpose?
- Storing vital records duplicates
- Tracking records scheduled for destruction
- Following up on pending matters by date (Correct answer)
- Classifying confidential documents
Correct 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.
Question 7: What is the primary advantage of a phonetic filing system like Soundex?
- It eliminates the need for cross-references
- It groups names that sound alike despite different spellings (Correct answer)
- It allows numeric retrieval without an index
- It reduces storage space requirements
Correct 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.
CRM Records Classification & Storage 2
Which classification scheme uses a subject-based hierarchy with numbered subdivisions to organize records?