Chapter 1

True/False: 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.

True

True/False: Even though more businesses than ever are investing in new technologies, using physical records continues to be a fact of office life.

True

True/False: When a decision is made to keep the record for use at a later date, it must be stored, retrieved, and protected.

True

The five phases of the records and information life cycle are:

creation, distribution, use, maintenance, and disposition

What is the best method for protecting your vital and important records? a. identify a single location to store all vital papers and information b.inventory the records kept only on computers including account numbers, user ids, and passwords c. make routine backups of your computer records and store them in a separate location. d.all of the above

d

An automated system for scanning, storing, retrieving, and managing images of physical records is

document imaging

True/False: An example of an important record is the memo announcing the annual company picnic.

false

True/False: Records management has not changed in the last 50 years

false

True/False: Reference documents contain information used in the organization's day-to-day operations

false

Records that document the organization's operations and major shifts of direction over the years are considered to be of what value and type?

historical

The International Organization for Standardization (ISO) 15489 defines a record as information created, received, and maintained as evidence and information by an organization or person in pursuance of

legal obligations or in the transaction of business

Which best describes records management?

systematic control of all records from their creation to ultimate disposition

Students interested in understanding the paperwork connected with an organization's day-to-day operations would concentrate their records studies on ______

transaction documents

True/False: As a business customer, every time you buy a product or service, you are creating a record of that transaction.

true

True/False: Filing is only one step in the records and information life cycle

true

True/False: Filing, storing, retrieval, and protection of records are part of the maintenance phase of the records information life cycle.

true

True/False: Vital records are considered necessary for mission critical business operations

true

True/false: Initially, the purpose of computer application software was to facilitate the creation of physical records.

true

General correspondence and bank statements are in which records value category?

useful

Records classified by their value to the organization fall into one of these four categories:

vital, important, useful, or nonessential