CHAPTER 3 Flashcards
(87 cards)
Data in forms such as text, numbers, images or voice that is kept for future reference.
Records
A set of procedures used to organize, store, retrieve, remove, and dispose of records.
Record Management System
What are the phases of the records life-cycle?
Creation, Classification, Maintenance and Disposition
Read each scenario carefully and select the best answer
A university creates a new student application form. This stage of the record life cycle is best described as:
a) Distribution
b) Use
c) Creation
d) Maintenance
Creation or Collection
Read each scenario carefully and select the best answer
A legal department uses customer contracts to draft new agreements. This stage of the record life cycle is best described as:
a) Distribution
b) Use
c) Maintenance
d) Disposition
Use
Read each scenario carefully and select the best answer
A company stores important contracts in a secure, off-site data center. This stage of the record life cycle is best described as:
a) Creation
b) Distribution
c) Use
d) Maintenance
Maintenance
Read each scenario carefully and select the best answer
A government agency destroys outdated personnel files after the required retention period. This stage of the record life cycle is best described as:
a) Creation
b) Distribution
c) Use
d) Disposition
Disposition
Read each scenario carefully and select the best answer
During this phase, records are sent to the persons responsible for their use.
a) Disposition
b) Distribution
c) Use
d) Maintenance
Distribution
How are records typically categorized based on their usefulness and importance?
- Vital Records
- Important Records
- Useful Records
- Non-essential Records
What are vital records?
Records that are often not replaceable, such as original copies of deeds, copyrights, and mortgages.
What are important records?
Records needed for the business to operate smoothly, expensive to replace, like tax returns and personnel files.
What are useful records?
Convenient records that are replaceable, such as letters and purchase orders.
What are nonessential records?
Records with one-time or very limited usefulness, like meeting announcements and advertisements.
The process of deciding how to identify each record to be filed–either by name, subject, geographic location, number or date.
Indexing
The process of marking a record to indicate how it was indexed.
Coding
What are the basic filing terms?
- Unit
- Indexing
- Alphabetizing
The 12 Rules of Indexing
- Names of Individuals.
- Personal Names with Prefixes – Articles and Particles.
- Hyphenated Personal Names
- Single Letters and Abbreviations of Personal Names.
- Personal Names With Titles and Suffixes.
- Names of Businesses and Organizations.
- Letters and Abbreviations in Business and Organization Names.
- Punctuation and Possessives in Business and Organization Names.
- Numbers in Business and Organization Names.
- Symbols in Business and Organization Names.
- Government Names.
- Addresses
Rules for Indexing
Rule 1: Names of Individuals
Order: Last name, First name, Middle name/initial
Alphabetize: By last name, then first name, then middle name/initial.
Initials: Come before full names starting with the same letter.
Punctuation: Ignore periods and apostrophes
Rules for Indexing
Rule 2: Personal Names with Prefixes
Prefixes: Consider prefixes like la, d’ D’ de, De, Del, De la, Di, Du, El, Fitz, La, Le, Lo, Los, M’, Mac, Mc, O’, Saint, St., Ste., Te, Ter, Van, Van de, Van der, Von, and Von der, etc. as part of the last name.
Ignore: Apostrophes and spaces within the prefix.
Rules for Indexing
Rule 3: Hyphenated Names
One Unit: Treat hyphenated names (first, middle, or last) as a single unit.
Omit Hyphen: Do not include the hyphen in the indexing unit
Example:
“Valerie Anderson-Smith” is indexed as “ANDERSONSMITH VALERIE”.
“Jason De Temple” is indexed as “DETEMPLE JASON”.
“Tammy DeTemple-Jones” is indexed as “DETEMPLEJONES TAMMY”.
Rules for Indexing
Rule 4: Single Letters and Abbreviations
Initials: Index as separate units (e.g., “A. J. Anderson” becomes “ANDERSON A J”)
Abbreviations: Index as written (e.g., “Wm. Danielson” remains “DANIELSON WM”)
Nicknames: Index as written (e.g., “Bill” remains “BILL”)
Rules for Indexing
Rule 5: Titles and Suffixes
Titles: Index as the last unit when needed to distinguish between identical names (e.g., “Dr. Smith” and “Mr. Smith”)
Suffixes: Index as the last unit after the name (e.g., “John Smith Jr.”)
Royal/Religious Titles: Index as suffixes if followed by a first or last name only (e.g., “Father John”); otherwise, index as written (e.g., “King George”)
Rules for Indexing
Rule 6: Business and Organization Names
Indexing: Index business names as written, using letterhead or trademark as a guide.
Sources: If letterhead is unavailable, use directories (phone, internet), advertisements, etc.
Each Word: Treat each word as a separate unit.
Exception: If “The” is the first word, treat it as the last unit.
Personal Names: If the name contains personal names, index as written.
Hyphenated/Prefixed Names: Consider as one unit.
Rules for Indexing
Rule 7: Letters and Abbreviations in Business and Organization Names
Single Letters: Index as written (e.g., “A K Electric” becomes “A K ELECTRIC”)
Separated Letters: Index each letter as a separate unit (e.g., “A OK Restaurant” becomes “A OK RESTAURANT”)
Acronyms: Index as one unit, regardless of punctuation or spacing (e.g., “ARMA” remains “ARMA”)
Abbreviations: Index as written and as one unit (e.g., “Mfg. Co.” becomes “MFG CO”)
For example:
Company Names: Index as written and as one unit (e.g., “IBM” remains “IBM”)
Radio/TV Call Letters: Index as written and as one unit (e.g., “WBCO” remains “WBCO”)
