OSC Data Entry and Records Management 2 — Questions and Answers
Question 1: Which of the following is a benefit of using numeric filing over alphabetical filing?
- Easier to remember without a code
- Provides greater privacy since names are not visible on the file (Correct answer)
- Requires no index
- Is only suitable for personal files
Correct answer: Provides greater privacy since names are not visible on the file
Numeric filing assigns codes to records, keeping names off visible labels and providing a higher level of confidentiality.
Question 2: What is an audit trail in records management?
- A hiking path near the office
- A chronological log of who accessed or modified a record (Correct answer)
- A list of archived documents
- A data backup schedule
Correct answer: A chronological log of who accessed or modified a record
An audit trail records every access and change to a file, providing accountability and enabling investigation of errors or fraud.
Question 3: The purpose of indexing a file is to:
- Encrypt sensitive content
- Provide a searchable reference that speeds up record retrieval (Correct answer)
- Permanently delete outdated records
- Change the file format
Correct answer: Provide a searchable reference that speeds up record retrieval
An index catalogs records by key attributes so they can be found quickly without searching every file individually.
Question 4: In data entry, 'batch entry' refers to:
- Entering one record at a time as received
- Collecting and entering groups of similar data at scheduled intervals (Correct answer)
- Deleting data in groups
- Sending data to multiple users simultaneously
Correct answer: Collecting and entering groups of similar data at scheduled intervals
Batch entry groups similar transactions and enters them together, improving efficiency and reducing interruptions.
Question 5: Which government regulation most commonly governs the retention of employee records in the US?
- The Communications Decency Act
- The Fair Labor Standards Act (FLSA) (Correct answer)
- The Sarbanes-Oxley Act (for financial firms)
- The Federal Aviation Act
Correct answer: The Fair Labor Standards Act (FLSA)
The FLSA and related regulations specify minimum retention periods for payroll and employment records for most US employers.
Question 6: When a physical file is removed from a filing cabinet, the best practice is to:
- Leave the space empty
- Place an OUT card or substitute folder indicating who took the file and when (Correct answer)
- Mark its location with a sticky note
- Rearrange surrounding files to fill the gap
Correct answer: Place an OUT card or substitute folder indicating who took the file and when
An OUT card tracks the file's current location and borrower, preventing lost records and enabling quick retrieval.
OSC Data Entry and Records Management 2
Which of the following is a benefit of using numeric filing over alphabetical filing?