OMST Records Management 3

Question 1

Which filing arrangement groups records by topic or category rather than by name or number?

Accepted Answer

Subject filing

Answer

Subject filing organizes records by topic, making it ideal when documents are retrieved based on their content rather than a person's name.

Question 2

What is a key advantage of color-coded filing labels?

Accepted Answer

They speed retrieval and make misfiled documents visible

Answer

Color-coded labels allow staff to spot misfiled folders instantly because a wrong color stands out among correctly filed records.

Question 3

Which of the following best describes 'active records'?

Accepted Answer

Records frequently used in current business operations

Answer

Active records are those referenced regularly and kept in primary, easily accessible storage locations.

Question 4

A 'guide' in a manual filing system is used to:

Accepted Answer

Divide and label sections within a file drawer

Answer

Guides are rigid dividers that separate file sections and display labels, helping users navigate large filing systems quickly.

Question 5

When two individuals have the same last name and first name, which element is typically used as the third indexing unit?

Accepted Answer

Their middle name or initial

Answer

Standard ARMA indexing rules use the middle name or initial as the tiebreaker when last and first names are identical.

OMST - Office Management Specialist Test Practice Test