The Office, Procedures and Technology Chapter 9 Test 1

Transcription

1 Chapter 9 Test 1 True/False Name Indicate whether the statement is true or false by writing T or F on the line below the statement. 1. An office cannot operate without records. 2. Charging out is the process of storing records in an orderly manner within an organized system. 3. A records management system should include information on how long records should be kept. 4. A disadvantage of keeping paper records is that you need a display screen or printer to read the records. 5. Magnetic media are reusable and contain information that is stored electronically. 6. Microimaging systems photographically reduce documents to a fraction of the original size to fit on film. 7. A CD-ROM is a type of microform. 8. A retention schedule contains procedures to be followed in the case of an event, such as a fire or flood, that results in the loss of records. 9. A filing system requires equipment, procedures, and supplies. 10. A guide is a container made of strong, durable paper that is used to hold papers in a file.

2 Chapter 9 Test In a name file, primary guides are placed in the third position. 12. A subject filing system is a type of numeric file. 13. When indexing names for filing, each word in a business name is considered a separate filing unit. 14. When indexing names for filing, numbers written in digits in business names are filed in ascending order after alphabetic letters or words. 15. In a geographic filing system, an alphabetic index is used to find the geographic location of a person or organization. Multiple Choice Write the letter of the choice that correctly completes the statement or answers the question on the line below the question. 16. An organization may store records on a. paper b. magnetic media c. optical media d. microforms e. all of the above 17. Removing a record from the file and recording the pertinent information is called a. charging out records b. filing records c. digitizing records d. collecting records

3 Chapter 9 Test Microfiche is a type of a. optical storage medium b. microfilm storage medium c. magnetic storage medium d. paper storage medium 19. Which of these items is a cost factor in a records management system? a. equipment b. salaries for records management workers c. space for storage d. all of the above 20. Records that are convenient to have but can be replaced are a. vital records b. important records c. useful records d. nonessential records 21. The steps of the record life cycle are a. creation or collection, distribution, use, maintenance, and disposition b. creation, use, archiving, and disposition c. creation or collection, filing, archiving, use, and disposition d. creation, collection, disposition, charging out, and use 22. A disaster recovery plan should include steps for a. prevention, archiving, and recovery b. readiness, reaction, retention, and recovery c. prevention, readiness, reaction, and recovery d. none of the above 23. In an alphabetic name file, a general folder a. is used for each primary guide b. is placed in the fifth position in the drawer c. has the same caption as the one shown on the primary guide d. both a and b e. both a and c

4 Chapter 9 Test Which of the arrangements of records is correct for filing in a terminal-digit file? a b c d. none of the above 25. Which of the arrangements of records is correct for filing in an alphabetic name file? a. Orion Systems Mr. Samuel Orion The Orion-Sung Company Dr. Samuel A. Orion b. Mr. Samuel Orion Dr. Samuel A. Orion The Orion-Sung Company Orion Systems c. Dr. Samuel A. Orion Mr. Samuel Orion Orion Systems The Orion-Sung Company d. The Orion-Sung Company Orion Systems Mr. Samuel Orion Dr. Samuel A. Orion

5 Chapter 9 Test Which of the arrangements of records is correct for filing in an alphabetic name file? a. Mary St. John s Bakery Mary St. Johns Long John s Treasure Chest Restaurant Mr. Malik St. Johns b. Long John s Treasure Chest Restaurant Mary St. John s Bakery Mary St. Johns Mr. Malik St. Johns c. Mr. Malik St. Johns Mary St. Johns Mary St. John s Bakery Long John s Treasure Chest Restaurant d. Long John s Treasure Chest Restaurant Mary St. John s Bakery Mr. Malik St. Johns Mary St. Johns 27. Which of the arrangements of records is correct for filing in an alphabetic name file? a. Homer J. Tuttle, Monticello, Kentucky Homer J. Tuttle, Albany, New York Homer Tuttle, Albany, Kentucky Homer J. Tuttle, Monticello, Virginia b. Homer Tuttle, Albany, Kentucky Homer J. Tuttle, Albany, New York Homer J. Tuttle, Monticello, Kentucky Homer J. Tuttle, Monticello, Virginia c. Homer J. Tuttle, Albany, New York Homer J. Tuttle, Monticello, Kentucky Homer J. Tuttle, Monticello, Virginia Homer Tuttle, Albany, Kentucky d. Homer Tuttle, Albany, Kentucky Homer J. Tuttle, Albany, New York Homer J. Tuttle, Monticello, Virginia Homer J. Tuttle, Monticello, Kentucky

6 Chapter 9 Test In a numeric filing system, the document or file that lists the numbers already assigned to a name or subject is called a. an accession log b. a retention schedule c. a charge-out log d. a disposition file 29. In a numeric filing system a. a general folder is included behind each numeric guide b. records that do not have an individual numeric folder are filed in a separate alphabetic file c. an individual numeric folder is created when enough records related to one name are collected d. both a and c 30. Which of the arrangements of records is correct for filing in a middle-digit file? a b c d. none of the above

7 Chapter 9 Test 7 Matching Match each term with the correct definition or description below. Write the letter of the term on the line below its definition or description. a. archive b. caption c. coding d. digitized e. filing f. geographic file g. imaging system h. indexing i. record j. subject file 31. Text, data, or images kept for future reference 32. Converted to a form that can be read by a computer 33. The process of storing records in an orderly manner within an organized system 34. Converts documents to electronic form 35. Keep permanently in inactive files 36. Records arranged according to locations 37. Notation on a guide, folder, or drawer that indicates its contents 38. Records arranged by topic

8 Chapter 9 Test Deciding how to identify a record to be filed 40. Marking a record to indicate how it is to be filed