OMST Records Management 1 — Questions and Answers
Question 1: Which filing system arranges records based on letters of the alphabet?
- Numeric filing
- Alphabetic filing (Correct answer)
- Geographic filing
- Subject filing
Correct answer: Alphabetic filing
Alphabetic filing organizes records by name or title in A–Z order, the most common system in US offices.
Question 2: What is the primary purpose of a records retention schedule?
- To track employee attendance
- To specify how long records must be kept before disposal (Correct answer)
- To index electronic files
- To assign file cabinet locations
Correct answer: To specify how long records must be kept before disposal
A retention schedule defines the minimum legal and operational time period each record type must be kept.
Question 3: Which term describes the systematic process of destroying records that have exceeded their retention period?
- Archiving
- Indexing
- Purging (Correct answer)
- Cataloging
Correct answer: Purging
Purging is the authorized destruction or deletion of records that no longer have legal, operational, or historical value.
Question 4: What does the acronym ARMA stand for in the records management field?
- Association of Records Managers and Administrators (Correct answer)
- American Records Management Association
- Administrative Records and Media Alliance
- Automated Records Management Application
Correct answer: Association of Records Managers and Administrators
ARMA International (formerly Association of Records Managers and Administrators) sets standards and best practices for records management.
Question 5: In a numeric filing system, what is typically used to cross-reference a record to its assigned number?
- A color-coded label
- An alphabetic card index (Correct answer)
- A barcode scanner
- A tickler file
Correct answer: An alphabetic card index
An alphabetic card index (or name index) provides a cross-reference so users can look up a name and find the corresponding file number.
Question 6: Which of the following is an example of a vital record?
- A staff birthday list
- An incorporation certificate (Correct answer)
- A break room schedule
- A supply order form
Correct answer: An incorporation certificate
Vital records are irreplaceable documents essential to an organization's legal existence and operations, such as articles of incorporation.
OMST Records Management 1
Which filing system arranges records based on letters of the alphabet?