Office Administration and Records Management Flashcards
6 cards from real CAP practice questions. Tap to flip, then mark Knew It or Still Learning — missed cards come back until you master them.
Read the first 6 Office Administration and Records Management flashcards as text
Which standard provides internationally recognized guidelines for records management programs?
Answer: ISO 15489
ISO 15489 is the international standard specifically dedicated to records management, providing principles and requirements for creating, capturing, and managing records in any format across all organizations.
When cross-referencing a file, the administrative professional creates a cross-reference sheet to indicate that a record has been:
Answer: Filed under a different name than the one first considered
A cross-reference sheet is placed in the location where someone might logically look for a record that is filed elsewhere, guiding the user to the correct location. It prevents misfiling and aids retrieval.
What is the recommended method for disposing of confidential paper records?
Answer: Shredding using a cross-cut or micro-cut shredder
Cross-cut or micro-cut shredding destroys confidential information beyond reconstruction, meeting regulatory requirements such as HIPAA, FACTA, and GDPR for secure disposal of sensitive records.
An administrative professional needs to organize a large volume of incoming invoices by month and year. Which filing method is most appropriate?
Answer: Chronological filing
Chronological filing organizes records by date, making it ideal for time-sensitive documents like invoices, correspondence logs, and meeting minutes where retrieval is date-based.
Which of the following is the best practice for naming electronic files to ensure easy retrieval?
Answer: Using a consistent naming convention that includes date, subject, and version
A consistent naming convention that includes date, subject, and version allows users to quickly identify, sort, and retrieve files without opening them, and supports efficient search across shared drives.
What is the primary advantage of a centralized filing system compared to a decentralized one?
Answer: Records are controlled by one department, reducing duplication and improving consistency
Centralized filing consolidates all records in one location or system under unified control, reducing duplicate files, enforcing consistent filing standards, and providing a single source of truth for the organization.