OSC Data Entry and Records Management 2

Question 1

Which of the following is a benefit of using numeric filing over alphabetical filing?

Accepted Answer

Provides greater privacy since names are not visible on the file

Answer

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?

Accepted Answer

A chronological log of who accessed or modified a record

Answer

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:

Accepted Answer

Provide a searchable reference that speeds up record retrieval

Answer

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:

Accepted Answer

Collecting and entering groups of similar data at scheduled intervals

Answer

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?

Accepted Answer

The Fair Labor Standards Act (FLSA)

Answer

The FLSA and related regulations specify minimum retention periods for payroll and employment records for most US employers.

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