Documentation & Record Keeping Flashcards

You notice a coworker routinely leaves confidential files unsecured. What is the most appropriate first step?

Answer: Remind the coworker of the policy and report to a supervisor if it continues

Addressing the issue and escalating when necessary protects sensitive records.

In a KSA response, which phrase best quantifies a record-keeping achievement?

Answer: 'I reorganized 4,000 case files, cutting retrieval time by 40 percent.'

Numbers and outcomes make accomplishments verifiable and persuasive.

What does 'accessioning' mean in records management?

Answer: Formally transferring legal custody of records to an archive

Accessioning is the transfer of legal title and custody of records, typically to the National Archives.

Which practice best ensures an electronic record remains accessible over time?

Answer: Migrating files to current formats and maintaining backups

Format migration and backups protect against obsolescence and data loss.

A form is missing required information. What should a records clerk do?

Answer: Return it or contact the originator to obtain the missing information

Verifying with the source preserves accuracy and completeness of the record.

Which is considered a 'permanent' record?

Answer: Records with historical value that are kept by the National Archives

Permanent records have enduring historical or legal value and are preserved indefinitely.

What does a 'litigation hold' require?

Answer: Suspending destruction of records relevant to a legal matter

A legal hold prevents disposal of potentially relevant records until the matter is resolved.