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CAP I Module IV questions and answers graded A+
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CAP I Module IV questions and answers graded A+
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CAP I Module IVRecords Management - correct answer ✔✔The systematic control of information from its creation until
its final disposition.
Use or Importance - correct answer ✔✔What records are classified by.
Records classified by USE... - correct answer ✔✔These records are either active or inactive records.
Active records - correct answer ✔✔Records being used in current business activities of organization.
Inactive records - correct answer ✔✔Records no longer used on a regular basis. May be retained and
stored in semi-active storage, inactive storage, or archives depending on their importance to the
organization.
vital records - correct answer ✔✔Essential to the fiscal, legal, operational and historical functions of the
organization; they answer the who, what, when and where questions about the organization.
Important Records - correct answer ✔✔Necessary to continual operation of the organization; can be
replaced at great expense if lost.
Useful records - correct answer ✔✔Used in everyday business of organization; not critical to legal, fiscal,
or historical functions of organization.
Nonessential Records - correct answer ✔✔No value once they have served their purpose and should be
DESTROYED after use.
Records cycle - correct answer ✔✔All records go through a series of steps from the moment the record
is created until its final disposition
1. creation
,2. Use or application
3. Maintenance
4. Distribution
5. Disposition
Creation - correct answer ✔✔Records are created when data is recorded in a usable form; manually or
electronically.
Use or application - correct answer ✔✔This is the reason we create records: to make decisions, to
inform, to educate, collect statistics, etc.
Maintenance - correct answer ✔✔This includes all the processes involved in the preservation of a record
from creation to disposition: security, storage, and retrieval.
Distribution - correct answer ✔✔This is the actual physical or electronic delivery of the record to its
intended audience. The types of delivery may include: postal delivery, computer transmissions, courier
services, and fax transmissions.
Disposition - correct answer ✔✔The final step in the records life cycle describes what becomes of a
record once it has fulfilled its purpose. It is disposed of.
Retention schedule - correct answer ✔✔Most organizations keep this schedule for the disposal and
retention of records.
Four major types of filing arrangements. - correct answer ✔✔alphabetic
Numeric
Subject
Geographic
Guides - correct answer ✔✔The dividers used in all storage systems to separate each alphabetic letter,
dubject, location, or group of numbers.
, Primary guides - correct answer ✔✔(A,B,C) are the main divisions in the filing system.
Secondary guides - correct answer ✔✔The subdivisions of the primary guides (Ad, Al, An) for large filing
systems.
Special Guides - correct answer ✔✔Guides that direct you to a specific folder or group of folders in an
alphabetical section.
Out guide - correct answer ✔✔a guide that replaces a folder in the filing system when a file folder is
borrowed from the system; the borrower completes the loan information on the front of the guide
before placing in the filing system in place of the folder.
Folders - correct answer ✔✔Storage containers for individual records.
Ridges or scores - correct answer ✔✔On each folder that allows for expansion on the base of the folder;
Scoring - correct answer ✔✔The process of manually creasing the ridge's to prevent overcrowding of the
folder.
Miscellaneous folder - correct answer ✔✔Each alphabetical letter in the filing system will have this
folder for records that do not have an individual file folder.
Color-coded filing systems - correct answer ✔✔Use different colors to establish an indexing order. Color-
coded file folders may be used to distinguish different years by using a different color for each year or
different colors used for each department within the organization. Color-coded tabs may be used to
distinguish different letters of the alphabet or number.
Filing Tips - correct answer ✔✔- less before more.
- Nothing before something.
- Arabic numbers before Roman Numerals,, roman numerals before words.
- "The" is the last indexing unit in a business name.
- Symbols (#,$,%) are spelled out.
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