Administrative Professional Procedures And Skills Canadian 3rd Edition By Fulton Calkins – Test Bank

Chapter 11 Managing Physical and Electronic Records
MULTICHOICE
1. Which physical filing system would you recommend for a business with a high volume of files but
little storage space?
(A) lateral
(B) hanging
(C) vertical
(D) movable-aisle
Answer : (D)

2. When keying labels for file folders, what guideline should you follow?
(A) Indent the caption one-half inch (1.25 cm) from the left edge of the label.
(B) Key the name on the label in correct indexing order.
(C) Omit punctuation such as a comma.
(D) Use a 10-point font to ensure the information will fit on one line.
Answer : (B)

3. What guideline should you follow when indexing individual names?
(A) Consider initials as separate units.
(B) Spell out nicknames such as Rick.
(C) Remember that the first name is the key unit.
(D) Omit titles such as Ms., Mr., and Mrs.
Answer : (A)

4. What is the first indexing unit of Customs and Revenue Agency, Income Tax Department?
(A) Income
(B) Customs
(C) Canada
(D) Department
Answer : (C)

5. When two names are identical, which element should you compare first to determine the correct
order?
(A) city name
(B) province name
(C) street name
(D) postal code
Answer : (A)

6. Which records management system provides both high security and an even distribution of new
records?
(A) serial filing
(B) geographic
(C) terminal-digit filing
(D) consecutive storage method
Answer : (C)

7. Which filing system is most likely to be used by insurance companies, real estate agencies, and
law firms?
(A) geographic
(B) subject
(C) alphabetic
(D) numeric
Answer : (D)

8. Which statement on record categories would you expect to see in a records management
procedures manual?
(A) A mortgage is an important record.
(B) A meeting agenda is a useful record.
(C) Copyrights are vital records.
(D) Memos are nonessential records.
Answer : (C)

9. Which guideline should you follow when managing electronic files?
(A) Develop a deep organization system.
(B) Store files on your C: drive.
(C) Enter metadata for records you create.
(D) Use network directories for saving daily work.
Answer : (C)

10. What is the first step in establishing an effective records management system?
(A) Purchase necessary supplies.
(B) Create a file.
(C) Develop a set of policies and procedures.
(D) Train personnel on proper use.
Answer : (C)