GGST - Global General Service Data Management and Information Handling Flashcards

What is the primary purpose of a records retention schedule in a UN office?

Answer: To define how long records must be kept before disposal

A records retention schedule specifies the mandatory retention period for each record type and the action (archive or destroy) at the end of that period.

Which file naming convention best supports efficient document retrieval in a shared drive?

Answer: Using descriptive names with dates in YYYY-MM-DD format

Descriptive names with standardized date formats (YYYY-MM-DD) allow chronological sorting and easy identification of documents.

What does 'metadata' refer to in document management?

Answer: Data that describes the content, context, or structure of a record

Metadata is structured information that describes, explains, locates, or makes it easier to retrieve and manage an information resource.

In document version control, what does 'version 2.0' typically indicate compared to 'version 1.5'?

Answer: A major revision with significant content changes

A whole-number version increment (e.g., 1.x to 2.0) conventionally signals a major revision, while decimal increments indicate minor changes.

Why is it important to label email attachments clearly before sending them to colleagues?

Answer: To enable recipients to identify and file documents without opening each one

Clear attachment names allow recipients to understand the document's content at a glance and file it correctly in their records system.

What is the recommended action when you receive a document containing errors before distributing it?

Answer: Correct the errors, update the version number, and note the change in a revision log

Correcting errors, updating the version, and logging changes maintains document integrity and ensures all recipients have the accurate version.