Managing Current Records Quiz

What are the activities of mail management and file management carried out in?

• Registry of an agency

• Department of records

• Centralized registry

• Decentralized registry

What is the main responsibility of a registry?

• Managing records of the organization

• Sorting mail

• Dispatching letters

• Creating new records

What is a disadvantage of a centralized registry?

• Any disaster will destroy all records

• Easy access to information

• Faster retrieval

• Non-standardized filing systems

What is an advantage of a decentralized registry?

• Easy access to information

• Intellectual control over records

• Standard procedures on record management

• Uniform classification scheme

What is the objective of mail management?

• To provide rapid handling and accurate delivery of mail

• To create new records

• To manage file security

• To classify documents

What should be done when receiving inward correspondence?

• Stamping with the date of receipt

• Filing immediately

• Dispatching to the registry

• Sorting by sender

What is the first step in processing inward correspondence?

• Opening or receipt by a designated officer

• Stamping with the date of receipt

• Assigning a serial number

• Identifying security classified correspondence

What is the purpose of a register in inward correspondence?

• To make regular entries of data

• To classify documents

• To store outgoing mail

• To manage file security

What should be included in the preparation of outward correspondence?

• Name & address of the intended recipient

• Only the subject of the correspondence

• The date of dispatch

• The number of copies required

What is the main function of the mail room?

• To manage incoming and outgoing mail

• To store records

• To classify documents

• To provide training for staff