CS Document Preparation & Record Management 2 — Questions and Answers
Question 1: Which retention schedule principle requires keeping records as long as they have operational, legal, or historical value?
- FIFO rotation
- Value-based retention (Correct answer)
- Chronological archiving
- Random sampling
Correct answer: Value-based retention
Value-based retention keeps records for as long as they serve operational, legal, fiscal, or historical purposes.
Question 2: When preparing a formal business report, the preliminary section typically includes all of the following EXCEPT:
- Table of contents
- Executive summary
- Appendix (Correct answer)
- Title page
Correct answer: Appendix
An appendix is a supplementary section placed after the body, not in the preliminary (front matter) section.
Question 3: A certificate of destruction is issued to document:
- Shredding of confidential records at end of retention period (Correct answer)
- Transfer of records to off-site storage
- Digital conversion of paper files
- Creation of backup copies
Correct answer: Shredding of confidential records at end of retention period
A certificate of destruction provides legal proof that records were properly destroyed after their retention period expired.
Question 4: Which filing method arranges records by broad topics subdivided into narrower categories?
- Geographic filing
- Numeric filing
- Subject filing (Correct answer)
- Chronological filing
Correct answer: Subject filing
Subject filing organizes records by topic or category, allowing broad-to-narrow hierarchical arrangement.
Question 5: In business writing, the 'you' attitude means:
- Using the second-person pronoun exclusively
- Focusing content on the reader's interests and benefits (Correct answer)
- Avoiding first-person references entirely
- Addressing the reader by name in every paragraph
Correct answer: Focusing content on the reader's interests and benefits
The 'you' attitude frames messages around what the reader needs, wants, or benefits from, rather than the writer's perspective.
Question 6: Which document serves as the official record of actions taken and decisions made at a corporate meeting?
- Agenda
- Minutes (Correct answer)
- Proxy
- Resolution
Correct answer: Minutes
Minutes are the official written record of proceedings, decisions, and actions taken during a meeting.
Question 7: The primary purpose of a tickler file system is to:
- Store completed projects permanently
- Provide follow-up reminders for pending matters (Correct answer)
- Index records alphabetically
- Duplicate important documents
Correct answer: Provide follow-up reminders for pending matters
A tickler file is a date-based follow-up system that prompts action on pending tasks or deadlines.
CS Document Preparation & Record Management 2
Which retention schedule principle requires keeping records as long as they have operational, legal, or historical value?