Managing Paper Records

To prepare records for filing, you should complete these steps in this order:

• Collect, index, code, inspect, cross-reference, and sort the records

• Collect, inspect, index, code, cross-reference, and sort the records

• Collect, sort, inspect, index, code, and cross-reference the records

• Collect, cross-reference, index, code, sort, and inspect the records

What is the purpose of release marks?

• To give the approval to destroy a record

• To give the approval to release a record

• To give the approval to file a record

• To give the approval to remove a record

Deciding how to identify each record to be filed is

 

• indexing  

• Coding

• Labeling

• Captioning

Marking a record to indicate how it was indexed is

• highlighting     

• coding

• labeling 

• marking

A bar code is

•   a pattern of horizontal lines of varying widths that contain coded data that can be read by a scanner

    

• a pattern of vertical lines of varying widths that contain coded data that can be read by a scanner

• a pattern of lateral lines of varying widths that contain coded data that can be read by a scanner

• a pattern of lines of varying widths that contain coded data that can be read by a scanner

When a record may be requested by more than one name or subject you should prepare the record by doing which of the following:

•  

  coding the record

    

    

• cross referencing the record

• highlighting the record

• Sorting the record

 

What is done to make it easy to retrieve a record?

• Coding the record

• Cross referencing the record

• Highlighting the record

• Sorting the record

What is the sequence to prepare a record for filing?

• Place the file in an individual or general file, locate the file drawer, search the guides to locate the section.

• Locate the file drawer, place the file in an individual or general file, search the guides to locate the section.

• Search the guides to locate the section, locate the file drawer, place the file in an individual or general file,

• Locate the file drawer,search the guides to locate the section, place the file in an individual or general file

The most common storage equipment is

• Vertical file

• Lateral file

• Mobile file

• Horizontal file

 

The storage equipment that provides the most filing space per floor space is

• Vertical file

• Horizontal file

• Lateral file

• Mobile file