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Office Administration and Records Management Flashcards

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  1. Under ARMA International's alphabetic filing rules, how should 'The Brown Company' be indexed?

    Answer: Brown Company The

    ARMA rules specify that articles such as 'The,' 'A,' and 'An' at the beginning of a business name are transposed to the end of the name for filing purposes, so 'The Brown Company' is indexed as 'Brown Company The.'

  2. What is the purpose of a tickler file in office administration?

    Answer: To serve as a follow-up reminder system for pending tasks and deadlines

    A tickler file (also called a follow-up file or suspense file) is a chronological system that prompts action on pending items by surfacing reminders on specific future dates.

  3. Which of the following records would most likely be classified as a 'non-essential' record?

    Answer: Routine inter-office memos with no lasting business value

    Non-essential records have little or no continuing business, legal, or historical value once their immediate purpose is served. Routine memos that convey temporary information fit this category.

  4. What is 'metadata' in the context of electronic records management?

    Answer: Data that describes the context, content, and structure of a record

    Metadata is structured information that describes a record's properties — such as author, creation date, subject, and classification — enabling efficient search, retrieval, and records management in electronic systems.

  5. An organization is transitioning from paper to electronic records. Which process involves converting paper documents to a digital format?

    Answer: Digitization

    Digitization is the process of scanning or converting paper or analog records into digital form, allowing them to be stored, searched, and managed electronically.

  6. Which filing system is most suitable for managing a large volume of client records in a medical or legal office where confidentiality is important?

    Answer: Numeric filing

    Numeric filing assigns numbers to client records, so folder labels do not display names. This protects confidentiality because file numbers are meaningless to anyone who does not have access to the corresponding index.