Office Procedures – CIS171
Chapter 8 Pre-Reading Assignment
ANSWER KEY
Read Office Procedures for the 21st Century, 7th Edition, Chapter 8, pp. 294-308 and 327329, and answer the following questions:
MULTIPLE CHOICE. Circle the one choice that best completes the statement or answers the
question.
1. The common categories of records are:
A) essential, useful, and nonessential.
B) Vital, essential, useful, and nonessential
C) Vital, important, and useful
D) Vital, important, useful, and nonessential
2. Which term below names the numeric filing system where numbers are divided into groups
of digits that point to the location of the records?
A) Indirect
B) Terminal-digit
C) Decimal-numeric
D) Direct-digit
3. Which one of the following statements does not fit in the description of a centralized filing
system?
A) More readily achieved uniformity and consistency
B) Records are more accessible
C) Greater control over the records
D) Storage of records require less equipment and space
4. When selecting filing equipment, you should consider:
A) The number of guides and folders, color-coding systems, and access to records
B) Volume of records requiring storage, types of records being stored, and space
limitations
C) Types of records being stored, access to records, and location
D) Color-coding system, location, and volume of records requiring storage
5. Which one of the following statements does not relate to ethical principles of records
management?
A) Security of physical equipment
B) Validity of information
C) Confidentiality of personal information
D) Setting policies and standards
Office Procedures – CIS171
Chapter 8 Pre-Reading Assignment
ANSWER KEY
TRUE/FALSE. Circle the correct answer.
6.
TRUE / FALSE.
Effective records management insures that the information needed is retrievable, authentic,
and accurate.
7.
TRUE / FALSE
Before deciding on a particular filing system, you should consider who will request the
records, and how the records will be retrieved.
8.
TRUE / FALSE
The purpose of a file guide is to direct the eye to the section of the file in which the folder
being sought is located.
9.
TRUE / FALSE
A disposal schedule indicates the length of time a record must be kept, the type of storage
media, and the schedule for final disposition of records.
10. TRUE / FALSE
ISO is an abbreviation for International Standards Organization.