BBC LA County BBC Records and File Management

Question 1

In an alphabetical filing system, which name would be filed FIRST?

Accepted Answer

Smith, Andrew

Answer

Smith, John

Answer

Smithson, Anna

Answer

Smithfield, Carl

Question 2

A retention schedule in records management is used to:

Accepted Answer

Define how long specific types of records must be kept before disposal

Answer

Track the number of copies made of each document

Answer

Schedule appointments and meetings for staff

Answer

Determine the order in which files are alphabetized

Question 3

Which filing method organizes records by number rather than by name?

Accepted Answer

Numeric filing

Answer

Alphabetical filing

Answer

Geographic filing

Answer

Subject filing

Question 4

When a file cannot be located in its designated folder, the first step in locating it should be to:

Accepted Answer

Check an out-card or charge-out record to see who last accessed it

Answer

Create a new file with the same name

Answer

Report the missing file to county administration immediately

Answer

Search every drawer in the filing cabinet

Question 5

Which of the following is an example of an active record?

Accepted Answer

A current employee personnel file used for ongoing HR actions

Answer

A closed case file from five years ago

Answer

Archived financial records from a completed fiscal year

Answer

Microfilmed documents stored off-site

Question 6

Subject filing is most advantageous when:

Accepted Answer

Records are best grouped by topic or program area rather than by name

Answer

All records relate to the same individual

Answer

Records need to be filed in chronological order only

Answer

The office has a very small volume of documents