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69 Cards in this Set
- Front
- Back
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Documents prepared for the organization's convenience or temporary use but normally are not saved and disposed of are called ____?
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Nonrecords
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___ consists of examning the types of records and the records cycle in use.
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Records Analysis
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Records that are accessed and utilized in the current administration of business functions are known as ____
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Active Records
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This type of record is essential for the effective, continuous operation of the firm and are irreplaceable.
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Vital
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Records that are not necessary for the restoration of the business and have no predictable value are known as ____
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Nonessential
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These records contribute to the smooth operation of the organization and can be replaced or duplicated if lost of destroyed but with a considerable expenditure of time and money.
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Important
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Accounts payable, accounts receivable, copyrights, insurance policies, leases, legal documents, patents, property deeds, trademarks are all examples of this type of record.
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Vital
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Records no longer referred to on a regular basis but with limited importance are known as ____
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Inactive
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The records life cycle extends from when?
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The moment the record is created until its final disposition.
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Who should create records in an organization?
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Only people with the authority should be permitted to do so.
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These records do not relate to current business activities of the organization and are usually transferred to inactive status in a central records storage facility.
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Inactive
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What are the four classifications for records?
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Vital
Important Useful Nonessential |
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What are the basic considerations in the creation of new records?
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Format
Procedures established for creation Justification (rationale) Purpose Cost of Producing Increased Office Productivity Estimated Life of the Record |
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What are the first four steps in the Records Cycle?
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Creation of Record
Utilization Retention Transfer to Storage |
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This will help determine the actual use to which the record will be put as well as the cost of using and retaining the record.
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Records Inventory
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The life of a particular record is based on what?
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Value
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A records retention schedule is agreed upon by who?
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Department who created the record
The user Records Manager |
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Records that have administrative value needed for current operations have what?
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Primary Value
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Case files, customer orders, financial records, tax records for previous years are examples of what type of record?
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Important
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Budgets, vouchers, tax returns, sales reports have what type of value?
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Fiscal
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Subscriptions for external publications, survey results received from suppliers, telephone messages are what kind of record?
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Nonessential
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Records that are held in semiactive or inactive storage are said to have what kind of value?
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Secondary
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Business reports, complaint letters received from customers, customer requests for product information are examples of what kind of record?
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Useful
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Records consisting of techinical information that results from primary or secondary research will have what kind of value?
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Research
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Records that have Information value possess what kind of value?
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Secondary
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Records that have this kind of value are needed for a business to conduct current business operations.
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Administrative
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Using this method, records can be transferredat any time that the event has been completed or the case closed and future referral to the records will be infrequent and limited.
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Perpetual Transfer
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The process of automatically deleting the contents of an electronically stored record is know as what?
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Purging
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Common ways of destroying paper records include these three methods:
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Shredding
Pulverizing Incinerating |
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Written messages in the form of business letters are considered what kind of communication?
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External
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Records are transferred as of a specific date each year. All records for a specific period of time are transferred into storage. This is called what?
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Periodic Transfer Method
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Information on a form that is printed is called what kind of information?
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Constant
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In case of disaster, these records would not prevent routine operation of business , only a temporary delay or inconvenience.
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Useful Records
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Organizational charts, policies, and procedure manuals, articles of incorporation, and minute books have what kind of value?
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Evidence
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Common destruction methods of microform and magnetic records include:
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Shredding
Pulverizing Incinerating |
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Space provided on a business form to be filled and inserted is said to contain what kind of information?
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Variable
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There are four value categories a primary record may possess. What are they?
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Administrative
Legal Fiscal Research |
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MICR stands for what?
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Magnetic-ink Character Recognition
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Data types, written, or mark sensed on the form can be interpreted by this equipment and transferred to a computer for processing.
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OCR - Optical-Character Recognition
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This is the final outcome of a specific information gathering activity within the organization that summarizes the problem or topic, background of the research, procedures, and results of a business project or research.
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Business Report
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What kind of index card is used for files using a numeric or alphnumeric classification system?
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Relative
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Card records are used to record information to bring the record up to date. These records are called:
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Posted or Secondary records
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What are the three most common sizes of cards in a card system?
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3 x 5
4 x 6 5 x 8 |
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A card record that only contains reference information is called:
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an Index record.
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Microforms, audiovisual media, videotapes, CDs, and digital videodics are are considered what kind of format?
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Nonconventional
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This contains reduced images on film is known as a:
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Microform
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A ____ is a sheet of film containing miniature images arranged in rows and columns on a card.
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Fiche
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CIM stands for what?
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Computer Input Microfilm
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A standard 6 x 4 fiche that can hold up to 98 images in 7 rows, with 14 images in each row, when the standard reduction ratio is applied.This is called what?
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Microfiche
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This type of microform has images reduced more than 90x. On a standard 6 x 4 fiche, hundreds of images can be stored. This stores the largest number of images of any microform.
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Ultrafiche
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The film used to record images for microforms must be developes in a darkroom on this piece of equipment.
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Processor
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Files move horizontally around a central hub and may be used for correspondence, cards, or both, depending of specific office needs.
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Rotary Card File
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The microform camera films documents as they pass through an open area within the camera. Least expensive method of filming records.
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Rotary Camera
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This is an overhead flatbed camera used to photograph flat stationry objects. More expensive but better quality images.
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Planetary Camera
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Films microfiche. This camera films images onto a 4-inch-wide film that can be cut in the standard size master microfiche of 6 x 4.
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Step-and-repeat Camers
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Content words are also known as:
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Descriptors
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Content words (descriptors) are used to build the index so that more efficient searching is possible. this process is also called:
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Intelligent Retrieval
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Most optical discs are stored in this device.
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Jukeboxes- which can hold 5-200 discs.
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Name the two types of optical discs and the pros/cons.
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Glass and Polymer. Glass costs more and spins slower (reducing data access speeds)than polymer. Polymer discs have the same life span as glass.
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Microform technology enables retrieved documents to be viewed if:
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a reader-printer is available
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Microform packaging which contains two reels: a feed reel and take-up reel.
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Cassette
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Microform packaging that is a plastic unitized record the same size as the microform itself. Strips of film can be inserted in single or multiple channels. Primary advantage is the ease in which the microform can be updated; a strip of film can be removed and quickly replaced.
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Jacket
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A roll of microfilm is housed inside this. Convenient to handle, and is protected from fingerprints and possible damage.Must be rewound before removed from the reader.
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Cartridge
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Which of the following is typically designed in a conventional format?
A.) An invoice B.) One sheet of microfiche C.) An electronic slide D.) A computer disk |
A.) an invoice
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Reduced images captured on film are stored on a/an:
A.) magnetic disk B.) videotape C.) OCR process D.) microform |
D.) microform
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Which on of the following records is designed in a nonconventional format?
A.) A business letter B.) A 3 x 5" card for equipment repair C.) A set of electronic slides D.) A three-page business report |
C.) A set of electronic slides
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Define COM:
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Computer-Output-Microfilm: is created and used in roll form. It contains electronic impulses on magnetic computer tape that are then transferred to microfilm.
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Define CIM:
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Computer-Input-Microfilm: contains images that are read and converted into signals that are stored on magnetic tape. The data included on the magnetic tape is later transferred to a computer system.
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Eighty-column keypunch cards with a description keypunched and printed across the top of the card. Included in the card is a microimage of one or more documents. What am I?
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Aperature card
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