Question 1

Which storage method requires the use of an accession log?

Accepted Answer

A)  Alphabetic storage method 
B)  Numeric storage method 
C)  Geographic storage method 
D)  Subject storage method 
A)  Alphabetic storage method 
B)  Numeric storage method 
C)  Geographic storage method 
D)  Subject storage method B

Question 2

For the alphabetic storage method, a special folder holds records for names that do not have enough records (usually three to five records) to warrant an individual folder.

Accepted Answer

A) True 
 B)False  False

Question 3

Which of the following is the correct order for files stored in an alphabetic storage system?

Accepted Answer

A)  Father Joseph, Mr. Joe's Pizza, Dr. James J. O'Malley, The Dollar Store 
B)  The Dollar Store, Father Joseph, Mr. Joe's Pizza, Dr. James J. O'Malley 
C)  Dr. James J. O'Malley, Father Joseph, Mr. Joe's Pizza, The Dollar Store 
D)  Dr. James J. O'Malley, The Dollar Store, Father Joseph, Mr. Joe's Pizza 
A)  Father Joseph, Mr. Joe's Pizza, Dr. James J. O'Malley, The Dollar Store 
B)  The Dollar Store, Father Joseph, Mr. Joe's Pizza, Dr. James J. O'Malley 
C)  Dr. James J. O'Malley, Father Joseph, Mr. Joe's Pizza, The Dollar Store 
D)  Dr. James J. O'Malley, The Dollar Store, Father Joseph, Mr. Joe's Pizza B

Question 4

Which storage method requires that each record be read completely to determine the filing segment?

Accepted Answer

A)  Alphabetic storage method 
B)  Numeric storage method 
C)  Geographic storage method 
D)  Subject storage method 
A)  Alphabetic storage method 
B)  Numeric storage method 
C)  Geographic storage method 
D)  Subject storage method

Question 5

Which of the following requires a cross-reference in an alphabetic storage system?

Accepted Answer

A)  Personal names that may be requested under a different name 
B)  Names that sound the same but have different spellings 
C)  Businesses that have changed their names 
D)  All the above 
A)  Personal names that may be requested under a different name 
B)  Names that sound the same but have different spellings 
C)  Businesses that have changed their names 
D)  All the above

Question 6

Vertical drawer cabinets are the traditional storage cabinet for physical records.

Accepted Answer

A) True 
 B)False

Question 7

As an administrative professional, you generally will be the person who creates a retention schedule for the company's records.

Accepted Answer

A) True 
 B)False

Question 8

What is the second phase of the records life cycle?

Accepted Answer

A)  Creation or receipt of the record 
B)  Distribution of the record to people who use the information 
C)  Filing and retrieving the record 
D)  Disposition of the record 
A)  Creation or receipt of the record 
B)  Distribution of the record to people who use the information 
C)  Filing and retrieving the record 
D)  Disposition of the record

Question 9

A sheet of film that contains a series of images arranged in a grid pattern is called:

Accepted Answer

A)  roll microfilm. 
B)  microfiche. 
C)  a microform. 
D)  Both B and C 
A)  roll microfilm. 
B)  microfiche. 
C)  a microform. 
D)  Both B and C

Question 10

Which of the following items is used to separate the file drawer into sections?

Accepted Answer

A)  File guide 
B)  File folder 
C)  Hanging folder 
D)  Out guide 
A)  File guide 
B)  File folder 
C)  Hanging folder 
D)  Out guide

Question 11

Which storage method uses the letters of the alphabet to determine the order in which a record is filed?

Accepted Answer

A)  Alphabetic storage method 
B)  Numeric storage method 
C)  Geographic storage method 
D)  Subject storage method 
A)  Alphabetic storage method 
B)  Numeric storage method 
C)  Geographic storage method 
D)  Subject storage method

Question 12

For the alphabetic storage method, sorting is determining the filing segment by which the record is to be filed.

Accepted Answer

A) True 
 B)False

Question 13

Which of the following is the correct order for storing files using the terminal-digit storage method?

Accepted Answer

A)  14 87 23, 22 57 49, 16 58 49, 15 58 69 
B)  15 58 69, 14 87 23, 16 58 49, 22 57 49 
C)  22 57 49, 16 58 49, 15 58 69, 14 87 23 
D)  14 87 23, 15 58 69, 16 58 49, 22 57 49 
A)  14 87 23, 22 57 49, 16 58 49, 15 58 69 
B)  15 58 69, 14 87 23, 16 58 49, 22 57 49 
C)  22 57 49, 16 58 49, 15 58 69, 14 87 23 
D)  14 87 23, 15 58 69, 16 58 49, 22 57 49

Question 14

For alphabetic indexing, a title before a name (Dr., Miss, or Mr.) is the first indexing unit.

Accepted Answer

A) True 
 B)False

Question 15

In which of the following areas may records have value to a business?

Accepted Answer

A)  Legal 
B)  Financial 
C)  Historical 
D)  All the above 
A)  Legal 
B)  Financial 
C)  Historical 
D)  All the above

Question 16

Records are continuously transferred from the active to the inactive files when using the:

Accepted Answer

A)  perpetual transfer method. 
B)  active transfer method. 
C)  inactive transfer method. 
D)  periodic transfer method. 
A)  perpetual transfer method. 
B)  active transfer method. 
C)  inactive transfer method. 
D)  periodic transfer method.

Question 17

Which of the following is the correct order for storing files using the consecutive numeric storage method?

Accepted Answer

A)  15 63 45, 16 58 49, 14 87 23, 22 57 63 
B)  14 87 23, 15 63 45, 22 57 63, 16 58 49 
C)  14 87 23, 15 63 45, 16 58 49, 22 57 63 
D)  22 57 63, 15 63 45, 16 58 49, 14 87 23 
A)  15 63 45, 16 58 49, 14 87 23, 22 57 63 
B)  14 87 23, 15 63 45, 22 57 63, 16 58 49 
C)  14 87 23, 15 63 45, 16 58 49, 22 57 63 
D)  22 57 63, 15 63 45, 16 58 49, 14 87 23

Question 18

When indexing foreign government names, the English translation is used for indexing.

Accepted Answer

A) True 
 B)False

Question 19

For chronological filing, physical records are arranged by reverse date order within a file folder.

Accepted Answer

A) True 
 B)False

Question 20

Vital and important records of a business should be backed up, in either physical or electronic form.

Accepted Answer

A) True 
 B)False

Which storage method requires the use of an accession log?

For the alphabetic storage method, a special folder holds records for names that do not have enough records (usually three to five records) to warrant an individual folder.

Which of the following is the correct order for files stored in an alphabetic storage system?

Which storage method requires that each record be read completely to determine the filing segment?

Which of the following requires a cross-reference in an alphabetic storage system?

Vertical drawer cabinets are the traditional storage cabinet for physical records.

As an administrative professional, you generally will be the person who creates a retention schedule for the company's records.

What is the second phase of the records life cycle?

A sheet of film that contains a series of images arranged in a grid pattern is called:

Which of the following items is used to separate the file drawer into sections?

Which storage method uses the letters of the alphabet to determine the order in which a record is filed?

For the alphabetic storage method, sorting is determining the filing segment by which the record is to be filed.

Which of the following is the correct order for storing files using the terminal-digit storage method?

For alphabetic indexing, a title before a name (Dr., Miss, or Mr.) is the first indexing unit.

In which of the following areas may records have value to a business?

Records are continuously transferred from the active to the inactive files when using the:

Which of the following is the correct order for storing files using the consecutive numeric storage method?

When indexing foreign government names, the English translation is used for indexing.

For chronological filing, physical records are arranged by reverse date order within a file folder.

Vital and important records of a business should be backed up, in either physical or electronic form.

Entering the Workforce

Becoming a Professional

Managing and Organizing Yourself

Working Ethically

Understanding the Workplace Team

Developing Customer Focus

Improving Communication Skills

Communicating With Technology

Developing Presentation Skills

Planning Meetings and Events

Managing Electronic Records and Mail

Coordinating Business Travel

Understanding Financial Documents

Seeking Employment

Leading With Confidence

Filters

Exam 11: Managing Physical Records

Which storage method requires the use of an accession log?

For the alphabetic storage method, a special folder holds records for names that do not have enough records (usually three to five records) to warrant an individual folder.

Which of the following is the correct order for files stored in an alphabetic storage system?

Which storage method requires that each record be read completely to determine the filing segment?

Which of the following requires a cross-reference in an alphabetic storage system?

Vertical drawer cabinets are the traditional storage cabinet for physical records.

As an administrative professional, you generally will be the person who creates a retention schedule for the company's records.

What is the second phase of the records life cycle?

A sheet of film that contains a series of images arranged in a grid pattern is called:

Which of the following items is used to separate the file drawer into sections?

Which storage method uses the letters of the alphabet to determine the order in which a record is filed?

For the alphabetic storage method, sorting is determining the filing segment by which the record is to be filed.

Which of the following is the correct order for storing files using the terminal-digit storage method?

For alphabetic indexing, a title before a name (Dr., Miss, or Mr.) is the first indexing unit.

In which of the following areas may records have value to a business?

Records are continuously transferred from the active to the inactive files when using the:

Which of the following is the correct order for storing files using the consecutive numeric storage method?

When indexing foreign government names, the English translation is used for indexing.

For chronological filing, physical records are arranged by reverse date order within a file folder.

Vital and important records of a business should be backed up, in either physical or electronic form.

Entering the Workforce

Becoming a Professional

Managing and Organizing Yourself

Working Ethically

Understanding the Workplace Team

Developing Customer Focus

Improving Communication Skills

Communicating With Technology

Developing Presentation Skills

Planning Meetings and Events

Managing Electronic Records and Mail

Coordinating Business Travel

Understanding Financial Documents

Seeking Employment

Leading With Confidence

Filters