CPS Records Management 1 — Questions and Answers
Question 1: What is the most commonly used filing system in office environments?
- Alphabetic (Correct answer)
- Numeric
- Geographic
- Subject
Correct answer: Alphabetic
The alphabetic filing system is the most widely used because it is intuitive and requires no separate index to locate records.
Question 2: According to ARMA International indexing rules, what is the correct order of indexing units for the name 'Mary Ann Smith'?
- Mary, Ann, Smith
- Smith, Mary, Ann (Correct answer)
- Ann, Mary, Smith
- Smith, Ann, Mary
Correct answer: Smith, Mary, Ann
ARMA rules dictate that the surname is the first indexing unit, followed by the first name, then the middle name.
Question 3: A records retention schedule is primarily used to:
- Organize files alphabetically by creator
- Determine how long records must be kept before disposal (Correct answer)
- Create backup copies of important documents
- Index electronic files for retrieval
Correct answer: Determine how long records must be kept before disposal
A records retention schedule specifies how long different record types must be kept to satisfy legal, regulatory, and business requirements.
Question 4: When a document could logically be filed under more than one subject, the preferred records management solution is to:
- File two copies of the document
- File under the most recent date only
- Create a cross-reference (Correct answer)
- File alphabetically by the document's author
Correct answer: Create a cross-reference
A cross-reference indicates that a record can be found under another location, avoiding the need for duplicate documents.
Question 5: Which type of records are considered most critical to an organization's continued operation following a disaster?
- Active records
- Inactive records
- Vital records (Correct answer)
- Historical records
Correct answer: Vital records
Vital records are those essential to an organization's survival and must be protected through special backup or off-site storage procedures.
Question 6: In a terminal-digit filing system, the number 45-23-07 is filed primarily according to which digits?
- 45, as the primary group
- 07, as the primary group (Correct answer)
- 23, as the primary group
- All digit groups are weighted equally
Correct answer: 07, as the primary group
In terminal-digit filing, the last group of digits (07) serves as the primary filing unit, allowing even distribution of records across the system.
Question 7: Which organization publishes the widely accepted standards for records and information management practices in the United States?
- APA
- SHRM
- ARMA International (Correct answer)
- NARA
Correct answer: ARMA International
ARMA International is the leading professional association that develops and publishes industry standards and best practices for records and information management.
CPS Records Management 1
What is the most commonly used filing system in office environments?