What is a good location to keep a printed copy of a master index for quick reference?

In the front of the file drawer.

Which statement typically is NOT true of e-commerce?

There is no role for databases in e-commerce.

The primary purpose of using an accession log is to...

avoid assigning the same number twice.

Which of the following statements about the general alphabetic file is incorrect?

The alphabetic index must be referenced before retrieval from this file.

Which of the following steps are in the correct order for storing records in a geographic file?

Inspect, index, code, cross-reference, sort, and store.

The ideal electronic folder structure should...

have enough levels of folders to organize files in a meaningful way.

One way to keep information safe on electronic records is to...

make backup copies and store the copies in a different location.

To protect against unauthorized disclosure of confidential information on portable computing devices...

the devices are regularly scanned for viruses and spyware programs.

Three stages of an image record system are:

preparing, processing, and using records.

Which of the following items are used when removing records from numeric records storage?

requisitions, OUT indicators, and a charge-out log.

Which of the following statements is a disadvantage of using consecutive numeric records storage?

Congestion occurs around the end of the file where new records are added.

The electronic records life cycle includes...

creation, classification, distribution & use, maintenance, and disposition.

When a foreign country name is translated into its English equivalent for coding, a cross-reference is required to...

the country name in the native language.

A geographic encyclopedic arrangement uses...

a lettered guide plan or a location name guide plan.

Metadata is structured information that describes, explains, locates, and makes it easier to...

retrieve, use, or manage an information resource.

Cross-references in a numeric records storage system are coded by...

writing X in margin, cross-reference name/subject underlined w/ wavy line.

When is the alphabetic index consulted to see whether the correspondent's name is currently in the storage system?

After coding a document for the correspondent.

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OAD138 EXAM 3

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Answers

1
Which indexing unit(s) is coded first on a letter for geographic storage?
The correspondent's location.
The street name.
The house or building number.
The correspondent's name.
2
What is a good location to keep a printed copy of a master index for quick reference?
In the front of the file drawer.
In an index folder.
None of the above.
On the last shelf in a shelf storage system.
3
Which statement typically is NOT true of e-commerce?
E-commerce is another way of doing business using electronic resources.
Payment can be completed via electronic fund transfer (EFT).
There is no role for databases in e-commerce.
A credit card can be used to charge an e-commerce purchase.
4
Backup copies of electronic files and/or folders should be created...
only before loading a new software program.
Both A & B.
on a regular basis.
as a precaution against damage or loss of the original data.
5
Backing up computer files to protect against loss of files is an example of...
records safety procedures.
records security procedures.
security checks.
an activity no longer needed with an automated system.
6
The primary purpose of using an accession log is to...
Provide information for a database query.
have an alphabetic list of correspondents.
create an alphabetic file list.
avoid assigning the same number twice.
7
Which of the following statements about the general alphabetic file is incorrect?
The alphabetic index must be referenced before retrieval from this file.
It holds records of correspondents who have not yet been assigned numbers.
It should be placed at the beginning of the numeric file.
It holds records or correspondents whose volume of correspondence is small.
8
Storage and retrieval procedures in a numeric records storage system include...
charging out.
number coding.
All of the above.
inspecting.
9
Which of the following steps are in the correct order for storing records in a geographic file?
Inspect, code, index, cross-reference, sort, and store.
Code, sort, cross-reference, inspect, index, and store.
Index, cross-reference, sort, code, store, and inspect.
Inspect, index, code, cross-reference, sort, and store.
10
Where would u file a letter from a company that doesn't have an individual folder or city folder for the correspondent?
In a general state folder.
In an alphabetic name file.
In a newly prepared individual folder.
In a newly prepared special city folder.
11
Storage copies of microforms must be stored in a...
cold environment.
controlled environment.
well-lighted area.
hot environment.
12
What are the programs and features on a smartphone that would allow you to create personal records?
All of the above.
Post appointments, using the calendar feature.
Utilize online banking, including bill payments and check deposits.
Send and receive e-mails.
13
A numeric records storage system database can be used for...
using the Find feature to go directly to a record.
All of the above.
sorting data by name to create an alphabetic name index.
onscreen check of assigned file code number for a correspondent or subject.
14
To sort data in computer application in A-Z order, you would choose...
ascending order.
backward alphabetic order.
alphabetic order.
descending order.
15
The ideal electronic folder structure should...
always be narrow and deep.
always be broad and shallow.
always have ten subfolders within each folder.
have enough levels of folders to organize files in a meaningful way.
16
One way to keep information safe on electronic records is to...
make backup copies and print the records.
make backup copies.
make backup copies and store the copies in a different location.
make backup copies and store the copies on the same hard drive.
17
What is the purpose of a numeric file list in a geographic arrangement?
To determine the next number available for assignment.
To show a list of subject titles in the geographic arrangement.
Both A & B.
To show a serial list of assigned numbers.
18
Which numeric coding system is based on the assignment of number ranges to subjects?
duplex-numeric
block-numeric
decimal-numeric
alphanumeric
19
A shared local area network...
can allow users to save, edit, and delete files on the LAN.
can be a place for distribution and use of electronic documents.
may contain files that are restricted to certain employees.
All of the above.
20
To protect against unauthorized disclosure of confidential information on portable computing devices...
the devices are regularly connected to the organization's computer network.
encryption is not used.
All of the above.
the devices are regularly scanned for viruses and spyware programs.
21
Which of the following statements about flash drives are correct?
They can plug into a USB port directly.
They are removable.
All of the above.
They can be attached to a USB hub.
22
A cross-reference(s) may be needed in a geographic storage system for...
All of the above.
org. located at one address, doing business under names @ other locations.
a name of an organization that has more than one address.
the native name of a translated country name.
23
Which of the following statements is an advantage of using consecutive numeric records storage?
Expansion is easy and unlimited.
All of the above.
Records are secure b/c correspondent name isn't on guides, folder or media.
All cross-references are in the general alphabetic name file or database.
24
Three stages of an image record system are:
sending, batching, and routing records.
sending, receiving, and routing records.
batching, recording, and removing records.
preparing, processing, and using records.
25
What type of information should be included in an alphabetic index for a geographic arrangement?
Correspondents' names and full addresses
All filing segments in the filing system.
Assigned numbers if the records are stored in a numeric file.
Both B & C.
26
A _________ is a mobile device.
Digital Printer.
Smartphone.
Scanner.
Fax Machine.
27
__________ _______ refers to how well the media and equipment work together in accessing information.
Media device
Media stability
Multimedia streaming
Media compatibility
28
Which of the following items are used when removing records from numeric records storage?
alphabetic index, OUT indicators, and a charge-out log.
Numeric guides, requisitions, and a charge-out log.
accession log, requisitions, and OUT indicators.
requisitions, OUT indicators, and a charge-out log.
29
An example of solid state media drive would be a...
DVD-R.
Blu-ray disk.
CD-R.
Flash drive.
30
Moving data from one type of media to a newer type of media is called data...
warehousing.
migration.
blending.
interfacing.
31
Which geographic guide plan has location names on primary guides?
Dictionary arrangement guide plan.
Location name guide plan.
Lettered guide plan.
Both A & C.
32
Records safety procedures include...
controlling temperature and humidity.
affixing locks to areas containing computer files and equipment.
all of the above.
using surge protectors.
33
Which of the following statements is a disadvantage of using consecutive numeric records storage?
Filers recognize # sequence better & faster than alphabetic sequence.
The lowest numbers are the oldest records and are stored together.
Congestion occurs around the end of the file where new records are added.
It is a direct access method.
34
A miniaturized image of a document is called a...
microform.
source document.
microrecord.
microimage.
35
Which of the following are important considerations for determining microfilm size and quality?
Density.
Resolution.
Reduction ratio.
All of the above.
36
In which of the following geographic storage arrangements are records arranged from A to Z?
Numbered guide plan.
Dictionary arrangement.
Encyclopedic arrangement.
Location name guide plan.
37
Which of the following records typically have preprinted numbers and do not need assigned numbers?
Purchase orders.
Incoming correspondence.
Faxed job applications.
E-mail messages.
38
Which of the following could be an appropriate security step for businesses implementing a BYOD policy for employees?
Password and timeout protection.
All of the above.
Limit the type of apps that can be downloaded.
Limit access to e-mail only.
39
In a geographic storage arrangement using A-Z as primary guides & countries as subdivisions, records are stored using...
a lettered guide plan.
a location name guide plan.
an encyclopedic arrangement.
a numeric records storage system.
40
The electronic records life cycle includes...
creation, classification, disposition & use, maintenance, and transference.
creation, classification, distribution & use, maintenance, and disposition.
creation & storage, maintenance, disposition, and back up.
creation, usage, maintenance, back up and destruction.
41
When a foreign country name is translated into its English equivalent for coding, a cross-reference is required to...
an encyclopedia entry for the foreign country.
a foreign language/English translation dictionary.
a phonetic spelling of the foreign country name.
the country name in the native language.
42
Which digits are the primary digits in middle-digit storage?
The middle group of digits.
The last or end digits.
The tertiary group of digits.
The first group of digits.
43
A geographic encyclopedic arrangement uses...
a location name guide plan or a dictionary guide plan.
an A to Z plan.
a lettered guide plan or a dictionary guide plan.
a lettered guide plan or a location name guide plan.
44
The numeric coding system often used in libraries is...
duplex-numeric
decimal-numeric
block-numeric
alphanumeric
45
Metadata is structured information that describes, explains, locates, and makes it easier to...
manage, store, use, or retrieve an information resource.
None of the above.
use, manage, store, or maintain an information source.
retrieve, use, or manage an information resource.
46
Microsoft Windows allows users to search for files by the...
All of the above.
text within the file.
file name.
date the file was last saved.
47
Cross-references in a numeric records storage system are coded by...
Circling the cross-reference name or subject.
writing the cross-reference name/subject in top right corner of the record.
assigning a number code to the cross-reference name or subject.
writing X in margin, cross-reference name/subject underlined w/ wavy line.
48
Tickler files are a form of which method of records storage?
chronologic
middle-digit
alphanumeric
consecutive numbering
49
When is the alphabetic index consulted to see whether the correspondent's name is currently in the storage system?
After indexing a document for the correspondent.
Before inspecting a document for the correspondent.
After cross-referencing a document for the correspondent.
After coding a document for the correspondent.
50
Because microfiche contains one unit of information, it is a/an...
unitized microform.
duplicate microform.
single microform.
working copy microform.

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