CRM Records Classification & Storage 3 — Questions and Answers
Question 1: In records management, what does the term 'vital records' specifically refer to?
- Records created most frequently
- Records essential to resume operations after a disaster (Correct answer)
- Records stored in the most secure location
- Records with the longest retention period
Correct 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.
Question 2: Which filing method assigns a unique sequential number to each record or folder as it enters the system?
- Subject numeric
- Chronological numeric
- Accession numeric (Correct answer)
- Duplex numeric
Correct answer: Accession numeric
The accession method assigns consecutive numbers to records or folders in the order they are received or created.
Question 3: A records center uses color-coded labels on file folders. What is the primary benefit of this approach?
- It reduces the cost of folder materials
- It allows misfiled folders to be spotted visually (Correct answer)
- It eliminates the need for an index
- It increases the classification levels available
Correct 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.
Question 4: What is the function of a 'cross-reference' in a filing system?
- A record linking two departments
- A notation directing the searcher to related records stored elsewhere (Correct answer)
- A duplicate record stored in two locations
- A list of all active files in the system
Correct 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.
Question 5: Under ARMA International filing rules, how should the business name 'The Johnson Group' be indexed?
- The Johnson Group
- Johnson Group The (Correct answer)
- Johnson The Group
- Group Johnson The
Correct answer: Johnson Group The
ARMA rules treat articles like 'The' as non-essential and transpose them to the end of the filing unit.
Question 6: High-density mobile shelving systems (also called compactors) primarily save costs by:
- Reducing the number of staff needed for retrieval
- Eliminating the need for folders and labels
- Reducing the floor space required for the same volume of records (Correct answer)
- Allowing records to be stored without climate control
Correct 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.
Question 7: Which environmental factor poses the greatest biological threat to paper records stored in a records center?
- Low humidity below 30%
- High humidity above 60% (Correct answer)
- Fluorescent lighting
- Temperature above 70°F
Correct answer: High humidity above 60%
High relative humidity above 60% promotes mold and mildew growth, which can rapidly destroy paper records.
CRM Records Classification & Storage 3
In records management, what does the term 'vital records' specifically refer to?