OMST Records Management 2

Question 1

What is the recommended first step when converting a paper filing system to an electronic document management system?

Accepted Answer

Audit and purge existing records first

Answer

Buy new hardware

Answer

Train staff on the new software

Answer

Scan all documents immediately

Question 2

Which filing rule states that personal names should be indexed by last name, then first name?

Accepted Answer

Indexing order rule

Answer

Unit-by-unit rule

Answer

Nothing-before-something rule

Answer

Cross-reference rule

Question 3

A tickler file is best described as:

Accepted Answer

A chronological follow-up reminder system

Answer

A confidential personnel folder

Answer

A backup file for lost documents

Answer

A subject-based reference collection

Question 4

Which storage medium provides the longest archival stability for paper documents?

Accepted Answer

Acid-free paper

Answer

Thermal paper

Answer

Recycled newsprint

Answer

Standard copy paper

Question 5

What is the purpose of a charge-out record in a manual filing system?

Accepted Answer

To track which files have been removed and by whom

Answer

To bill clients for document retrieval

Answer

To log document destruction dates

Answer

To assign security clearance levels

Question 6

Under the Sarbanes-Oxley Act, publicly traded US companies must retain audit records for a minimum of how many years?

Accepted Answer

7 years

Answer

3 years

Answer

5 years

Answer

10 years