RECORD MANAGEMENT CHP 8

Which are the advantages of converting to electronic images?

• Productivity improvement with rapid online searches

• Document security through restricted access

• Data that change every time a form is

  completed.

• Fewer copies are needed due to online access for reference

DEFINE RECORDS AUDIT:

• Any form

  downloaded from

  internet

• Productivity improvement with rapid online searches

• A periodic inspection to verify compliance with a records management program.

• Involves

  activities to

  restore

  operations

  quickly

RECORDS AUDIT PROVIDES THREE KINDS OF INFORMATION AND THAT IS :-

• Recommendations for improving the RIM program

• Information about current operations

• Assured file integrity since images are not removed from the files

• Analysis of the current system and needs

What are thee two types of data:

• Any form

  downloaded from

  internet

• Data that do not change such as that

  printed on a form.

• Data that change every time a form is

  completed.

• Involves

  activities to

  restore

  operations

  quickly

DEFINE FORM MANAGEMENT:

• Telephone message

  forms

• A physical or electronic document with a fixed arrangement of

  predetermined spaces

  designed for

  entering and extracting prescribed information or

  variable data.

• Being prepared when

  emergency occurs

• Four-copy purchase

  order form

What are the THREE types of form?

• Single copy

• Multicopy

• Electronic

• Recovery form

Which is INCLUDED in 'Single Copy'?

• Four-copy purchase

  order form

• Telephone message

  forms

• Being prepared when

  emergency occurs

• Any form

  downloaded from

  internet

Which is INCLUDED in 'Electronic'?

• Data that change every time a form is

  completed.

• Measures are taken to

  reduce/ prevent the

  loss of data from an

  emergency

• Data that do not change such as that

  printed on a form.

• Any form downloaded from internet

DEFINE DISASTER RECOVERY PLAN(DRP):

• Being prepared when

  emergency occurs

• A plan developed and implemented to

  provide guidance for protecting

  records and information, to ensure the

  continuing business operations when

  disasters occur.

• Measures are taken to

  reduce/ prevent the

  loss of data from an

  emergency

• Involves

  activities to

  restore

  operations

  quickly

Which is the CORRECT about arrangement DRP?
I - Being prepared when

emergency occurs (PREPARDNESS)

II - Measures are taken to

reduce/ prevent the

loss of data from an

emergency (PREVENTION)

III - Involves activities to restore operations quickly (RECOVERY)

• III,II,I

• II,I,III

• I,II,III

• NONE OF THE ARRANGEMENT ABOVE.