Exam

Name___________________________________

MULTIPLE CHOICE. Choose the one alternative that best completes the statement or answers the question.
1) The common categories of records are identified below:
A) vital, important, useful, and nonessential.
B) vital, essential, useful, and nonessential.
C) vital, important, and useful.
D) essential, useful, and nonessential.

1)

2) The numeric filing system that works with subject filing to permit more expansion is called:
A) Terminal-digit.
B) Index-digit.
C) Direct-numeric.
D) Decimal-numeric.

2)

3) If you must use an index, listing the name of the person, organization, or subject to which the
number is assigned, the numeric system is called:
A) Direct-numeric.
B) Indirect filing.
C) Terminal-digit.
D) Decimal-numeric.

3)

4) Which term below names the the numeric filing system where numbers are divided into groups of
digits that point to the location of the records.?
A) Decimal-numeric
B) Terminal-digit
C) Direct-digit
D) Indirect

4)

5) Which one of the following statements is considered to be a disadvantage in the geographic filing
system?
A) It provides easy access because groups of records are filed together.
B) It allows for direct filing if the location is know.
C) Material can be filed alphabetically in some logical pattern.
D) An index is required if the location is not known.

5)

6) Which one of the following statements does not fit in the description of a centralized filing system?
A) Records are more accessible
B) Greater control over the records
C) More readily achieved uniformity and consistency
D) Storage of records require less equipment and space

6)

7) Folders and guides need to be placed in the following sequential order:

A) Primary guides, special guides, individual folders, and miscellaneous folders.
B) Primary guides, individual name folders, miscellaneous folders, and special guides.
C) Primary guides, individual name folders, special guides, and miscellaneous folders.
D) Special guides, primary guides, individual folders, and miscellaneous folders.

7)

8) Which one of the following indicate the first steps in preparing paper records for filing?
A) Examine, index, and code
B) Sort, examine, and index
C) Index, examine, and code
D) Sort, examine, index, and code

8)

9) The following method provides for continually transferring files to inactive storage as a project or
case is completed.
A) Inactive transfer
B) Perpetual
C) Periodic
D) None of these.

9)

10) Which one of the following statements does not relate to ethical principles of records management?
A) Setting policies and standards
B) Validity of information
C) Confidentiality of personal information
D) Security of physical equipment

10)

TRUE/FALSE. Write 'T' if the statement is true and 'F' if the statement is false.
11) The International Organization for Records Management established the international records
management standard.

11)

12) The less-active papers must be moved from time to time to free up the most accessible space for the
current files.

12)

13) Before you delete any file of importance, be certain to obtain authorization from your supervisor.

13)

14) A disposal schedule indicates the length of time a record must be kept, the type of storage media,
and the schedule for final disposition of records.

14)

15) A flash drive (or memory stick) provides portable storage memory that plugs in a port on a
computer.

15)

16) To begin organizing your electronic files, plan your filing structure in My Documents folder.

16)

17) If you cannot find an electronic file, such as a Microsoft Word document, you can search for it by
clicking on Search from the Start menu in Windows.

17)

18) On a computer, a folder is also called a directory.

18)

19) Bar coding requires a software application.

19)

20) In using a paper charge-out procedure, the OUT guide is checked out to the individual requesting
a folder.

20)

ESSAY. Write your answer in the space provided or on a separate sheet of paper.
21) Describe the term cross-referencing.
22) Identify the steps to help prepare records for filing.
23) Index the following personal names: Abigail Hutten, Lauren Hutton, Gayle Hutton, and Gayle K. Hutton. Label
each unit and then the sequence of the files.
24) Distinguish between indexing and alphabetic filing.
25) Distinguish between vertical drawer cabinets and lateral cabinets.

Answer Key
Testname: UNTITLED8
1) A
2) D
3) B
4) B
5) D
6) A
7) B
8) A
9) B
10) A
11) FALSE
12) TRUE
13) TRUE
14) FALSE
15) TRUE
16) TRUE
17) TRUE
18) TRUE
19) TRUE
20) FALSE
21) The term cross-referencing is used to describe the task of completing a reference for a record that is apt to be called for
by two different names at different times. By completing a reference card or slip of paper, you should be able to locate
the requested record by looking for it under either name.
22) Examine, index, code, cross-reference, sort, and file.
23) Abigail Hutten--unit 1--Hutten; unit 2--Abigail
Lauren Hutton--unit 1--Hutton; unit 2--Lauren
Gayle Hutton--unit 1--Hutton; unit 2--Gayle
Gayle K. Hutton--unit 1--Hutton; unit 2--Gayle; unit 3--K
The sequence is Abigail Hutten, Gayle Hutton, Gayle K. Hutton, and Lauren Hutton.
24) Indexing refers to the process of arranging units of a name in order for filing purposes. Indexing always precedes
alphabetizing.
Organizing records in a sequence of letters in the alphabet is called alphabetic filing.
25) Unlike the vertical drawer cabinets, the lateral cabinets allow files to be accessed horizontally or vertically and can
store almost 2.5 times more than a vertical drawer cabinet.