Records and information management chapter 4

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nonessential documents

- announcements and bulletins to employees. acknowledgments phone calls

Useful records

- general e-mails. letters. memos

Vital Records

-legal papers. articles of incorporation. titles of property. reports to shareholders. bookkeeping

Important Records

-personal records. sales records. financial and tax records. policy manuals and memos. reports. and contracts.

Method for protecting vital and important records include:

1. Identify a single location to store all vital papers and information 2. Inventory the records kept only on computers including account numbers user ids and passwords 3. Make routine backups of your computer records and store them in a separate location.

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

Creation, Distribution, Use, Maintenance, and disposition.

a page or collection of web pages that allow people who access the site to contribute or modify content

wiki

_____________—an automated system for scanning storing retrieving and managing images of physical records.

Document imaging

____________ are part of the maintenance phase of the records and information life cycle.

Filing, storing, retrieval, and protection of records

—a record that contains information needed to operate an organization. Internal records may be created inside or outside an organization.

Internal record

archives-

Records

__________contain information needed to carry on the operations of an organization over long periods.

Reference documents

E-mail communication can be used in a court of law.

TRUE

Records Categories

Vital Records. Important Records. Useful Records. Nonessential Documents

When a decision is made to keep a record for use at _______ it must be stored retrieved and protected.

a later date

As a business customer every time you buy a product or service you are creating ________ of that transaction.

a record

blog-

a shared online journal

Policy and procedures manuals are of _________ to the firm.

administrative value

ARMA International-

an association for information management professionals

document imaging-

an automated system for scanning, storing, retrieving and managing images of physical records in an electronic format

a record stored on electronic media that can be readily accessed or changed is

an electronic record

Records and information management is essential for_________.

businesses and individuals

The area and need for records management is _______

constantly changing

The 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.

a system that allows users to compose receive and manage documents and images across networks

email

a record created for the use outside of the organization is ___________

external record

records that are necessary in performing business operations

important record

high degree of protection

important records

necessary in preforming business operations

important records

records that are usually replaceable but at great cost so they are protected are what kind of records?

important records

a record that contains information needed to operate and organization is _______.

internal record

Cloud-

internet or network of servers

Filing is only ______ step in the records and information (RIM) life cycle.

one

records management- 1. creation 2.processeing 3.distribution 4._________ 5.storage and retrieval 6.disposition

organization

The life span of a record as expressed in the five phases of 1.creation 2.distribution 3. use 4. maintenance 5. final disposition is the ____

records and information life cycle

By following proper _________ procedures information is available at the right time for making effective management decisions.

records and information management

a record the contains information needed to carry on the operations of an organization over long periods.

reference record

a video presentation given over the world wide web

webinar

At the end of the number of years indicated on the __________ records are disposed either by destruction or by transfer to a permanent storage place.

retention schedule

Records management

systematic control of all records from their creation to ultimate disposition.

a document used in an organizations day-to-day operations

transaction record

helpful in conducting business operations

useful records

low to medium protection

useful records

Records classifications:

vital important useful nonessential

necessary for the mission-critical business operations

vital records

records with highest degree of protection

vital records


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