LA County BBC Records and File Management Flashcards
6 cards from real BBC practice questions. Tap to flip, then mark Knew It or Still Learning — missed cards come back until you master them.
Read the first 6 LA County BBC Records and File Management flashcards as text
In an alphabetical filing system, which name would be filed FIRST?
Answer: Smith, Andrew
Alphabetical filing is done letter by letter; 'Smith, Andrew' comes before 'Smith, John' because 'A' precedes 'J'.
A retention schedule in records management is used to:
Answer: Define how long specific types of records must be kept before disposal
A retention schedule specifies the mandatory storage period for each record type before it can be legally destroyed.
Which filing method organizes records by number rather than by name?
Answer: Numeric filing
Numeric filing assigns each record a unique number and organizes folders in numerical sequence.
When a file cannot be located in its designated folder, the first step in locating it should be to:
Answer: Check an out-card or charge-out record to see who last accessed it
An out-card or charge-out record tracks who removed a file and when, making it the first logical place to look.
Which of the following is an example of an active record?
Answer: A current employee personnel file used for ongoing HR actions
An active record is one that is currently referenced or used in the conduct of ongoing business.
Subject filing is most advantageous when:
Answer: Records are best grouped by topic or program area rather than by name
Subject filing organizes documents by topic or category, which is efficient when records span multiple individuals but share a common theme.