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

Auditing and purging outdated records before conversion prevents migrating unnecessary files and reduces storage costs.

Question 2

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

Accepted Answer

Indexing order rule

Answer

The indexing order rule defines how to break names and titles into units for consistent alphabetic or numeric filing.

Question 3

A tickler file is best described as:

Accepted Answer

A chronological follow-up reminder system

Answer

A tickler file is organized by date to remind office staff of upcoming deadlines, follow-ups, or tasks.

Question 4

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

Accepted Answer

Acid-free paper

Answer

Acid-free paper resists deterioration caused by acid breakdown, making it the archival standard for long-term document preservation.

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

A charge-out record (or OUT card) documents who borrowed a file and when, so missing files can be located quickly.

OMST - Office Management Specialist Test Practice Test