CLERICAL Record Keeping Flashcards

When a personnel file is updated with new information, what should be done with the superseded document?

Answer: Mark it as obsolete and retain it per the retention schedule

Superseded documents should be marked as obsolete and kept according to the organization's retention schedule to maintain a complete audit trail.

Which filing system arranges records chronologically by date?

Answer: Chronological filing

Chronological filing organizes records by date, making it easy to locate documents by when they were created or received.

In records management, 'purging records' refers to:

Answer: Removing and disposing of records that have met their retention period

Purging records means removing and properly disposing of documents that have reached the end of their legally required retention period.

What is the primary purpose of a tickler file in an office?

Answer: To serve as a follow-up reminder system for future action items

A tickler file is a chronological reminder system that prompts action on specific tasks or follow-ups on specific future dates.

In records management, a 'retention schedule' refers to:

Answer: A policy that specifies how long each type of record must be kept

A retention schedule is an official policy document that specifies the required storage period for each category of record before it can be destroyed.

When logging incoming mail in an office mail register, which item is typically NOT recorded?

Answer: The personal opinion of the mail clerk about the letter's content

A mail register records objective facts such as date, sender, and routing destination; personal opinions have no place in an official log.

A document labeled 'Confidential' should be filed:

Answer: In a locked cabinet or secure storage accessible only to authorized personnel

Confidential documents must be stored in secured, access-controlled storage to prevent unauthorized viewing and protect sensitive information.