Records Management Final Study Guide
Federal legislation balances and protects: - Answers -All of the above
the public's access to information.
an individual's right to privacy.
the quest for national security.
**All of the above**
If a professional title is listed after the first and last name of an individual, it becomes -
Answers -the third indexing unit.
As a business customer, every time you buy a product or service, you are creating a
record of that transaction. - Answers -True
A list of all records in an inactive records storage center is - Answers -an inactive
records index.
When indexing names with numbers written in digit form followed by an ordinal (1st
Avenue Dry Cleaners or 3rd Street Bagel Shop), the ordinal is ignored. - Answers -true
If determining the surname is difficult, use the last name written as the surname. -
Answers -True
Metadata is data about data - Answers -True
Filing by subject provides security by protecting correspondents' names. - Answers -
True
Businesses continue to use physical records in addition to electronic records. - Answers
-True
A record is stored information made or received by an organization that is evidence of
its operations and has value requiring its retention for a specific period of time. -
Answers -true
External records are created for use within the company. - Answers -False
At which level would a records manager work? - Answers -managerial
The words County of, City of, Department of, and Office of are ignored when indexing
city, county, or state government names. - Answers -false
, All cross-references are stored in the general alphabetic file in a consecutive numbering
records system. - Answers -true
When indexing names for an alphabetic filing system, a good rule to remember is:
"Nothing comes before something." - Answers -true
Alphabetic guides and folders are not needed in a consecutive numbering system. -
Answers -false
When indexing a name for alphabetic filing, royal and religious titles are indexed and
filed as written. - Answers -False
A follower block or compressor is necessary for vertical or lateral file cabinets with rails
and hanging folders. - Answers -False
A database contains tables which organize data into fields and records. - Answers -True
The second unit for the filing segment Illinois State Police is State. - Answers -True
Geographic records management is a method of storing and retrieving records arranged
by geographic location using alphabetic or numeric order. - Answers -true
The person who stores a record should also be the person who removes it from storage
when it is requested. - Answers -true
Describe the kinds of information and records that are subject to e-discovery. - Answers
-E-mails, documents, presentations, databases, voicemail, audio and video files, social
media and websites.
Only one person in an office should be responsible for selecting subject titles. - Answers
-True
Identify the four levels of RIM workers for large organizations as identified by ARMA
International and name at least one job title for each level. - Answers -Operating Level-
Records Clerk
Analyst Operating Level- Records Analyst
Supervisory/Managerial Level- RIM Supervisor
Maagerial/Executive Level- RIM Director
E-mail, instant, or text messages sent and/or received by an organization may be
considered records or nonrecords, depending on their content. - Answers -true
Retention periods established during the records retention schedule preparation will still
apply when physical records are converted to electronic/digital records. - Answers -true
Federal legislation balances and protects: - Answers -All of the above
the public's access to information.
an individual's right to privacy.
the quest for national security.
**All of the above**
If a professional title is listed after the first and last name of an individual, it becomes -
Answers -the third indexing unit.
As a business customer, every time you buy a product or service, you are creating a
record of that transaction. - Answers -True
A list of all records in an inactive records storage center is - Answers -an inactive
records index.
When indexing names with numbers written in digit form followed by an ordinal (1st
Avenue Dry Cleaners or 3rd Street Bagel Shop), the ordinal is ignored. - Answers -true
If determining the surname is difficult, use the last name written as the surname. -
Answers -True
Metadata is data about data - Answers -True
Filing by subject provides security by protecting correspondents' names. - Answers -
True
Businesses continue to use physical records in addition to electronic records. - Answers
-True
A record is stored information made or received by an organization that is evidence of
its operations and has value requiring its retention for a specific period of time. -
Answers -true
External records are created for use within the company. - Answers -False
At which level would a records manager work? - Answers -managerial
The words County of, City of, Department of, and Office of are ignored when indexing
city, county, or state government names. - Answers -false
, All cross-references are stored in the general alphabetic file in a consecutive numbering
records system. - Answers -true
When indexing names for an alphabetic filing system, a good rule to remember is:
"Nothing comes before something." - Answers -true
Alphabetic guides and folders are not needed in a consecutive numbering system. -
Answers -false
When indexing a name for alphabetic filing, royal and religious titles are indexed and
filed as written. - Answers -False
A follower block or compressor is necessary for vertical or lateral file cabinets with rails
and hanging folders. - Answers -False
A database contains tables which organize data into fields and records. - Answers -True
The second unit for the filing segment Illinois State Police is State. - Answers -True
Geographic records management is a method of storing and retrieving records arranged
by geographic location using alphabetic or numeric order. - Answers -true
The person who stores a record should also be the person who removes it from storage
when it is requested. - Answers -true
Describe the kinds of information and records that are subject to e-discovery. - Answers
-E-mails, documents, presentations, databases, voicemail, audio and video files, social
media and websites.
Only one person in an office should be responsible for selecting subject titles. - Answers
-True
Identify the four levels of RIM workers for large organizations as identified by ARMA
International and name at least one job title for each level. - Answers -Operating Level-
Records Clerk
Analyst Operating Level- Records Analyst
Supervisory/Managerial Level- RIM Supervisor
Maagerial/Executive Level- RIM Director
E-mail, instant, or text messages sent and/or received by an organization may be
considered records or nonrecords, depending on their content. - Answers -true
Retention periods established during the records retention schedule preparation will still
apply when physical records are converted to electronic/digital records. - Answers -true
