Terms For Office Administration Section Of Cps Exam

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active records

Back 1

Records that are accessed and utilized in the current administration of business functions.

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constant information

Back 2

Printed or electronically imaged data on a business form; information that remains the same on each document.

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cuts

Back 3

Number of tabs (projections) extending across a set of folders: single-cut (one tab), third-cut (three tabs), and fifth cuts(five tabs).

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data integrity

Back 4

Maintenance of accurate information or data within the system.

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fiche

Back 5

A sheet of film containing miniature images arranged in rows and columns on a card.

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guides

Back 6

Inserts for file drawers that indicate file sections and serve as dividers for groups of records.

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important records

Back 7

Documents that contribute to the continued smooth operation of an organization and can be replaced or duplicated if lost or destroyed in a disaster but with a considerable expenditure of time and money.

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inactive records

Back 8

Those records no longer referred to on a regular basis but still of limited importance

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index record

Back 9

Card that contains reference information indicating where the original file or document in a numeric or alphanumeric classification system is located.

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individual folder

Back 10

File folder that includes all correspondence for one correspondent, subject, or account.

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intelligent retrieval

Back 11

Efficient searching of document content through the use of an index of words (descriptors) contained in the document.

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microform

Back 12

Any record that contains reduced images on film.

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miscellaneous folder

Back 13

File folder at the end of a file group that houses the group of records that have not yet been assigned individual folders.

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nonessential records

Back 14

Documents that are not ncesssary for the restoration of the business and have no predictable value.

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nonrecords

Back 15

Documents prepeared for the organization's convenience or temporary use but that normally are not saved and are disposed of after use.

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optical character recognition (OCR)

Back 16

Process whereby a document is scanned and the data converted to digital form for processing by the computer.

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out folder

Back 17

Folder inserted into a file when someone charges out an entire file folder of documents.

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periodic transfer

Back 18

The physical movement of records from active storage to semiactive or inactive storage as of a specific date each year.

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perpetual transfer

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The physical movement of records from active storage to semiactive or inactive storage at any time an event has been completed or a case closed.

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posted record

Back 20

Card record used to record or post information that updates, changes, deletes, or add data to the record.

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primary value

Back 21

The appraisal assigned to records that are active in nature and needed for current operations.

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purging

Back 22

Process of automatically deleting the contents of an electronically stored record.

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records

Back 23

Official documents of the company or organization valuable enought to be retained and stored ina format for future use and distribution.

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relative index

Back 24

Card containing reference information for files using a numeric or alphanumeric classification system; a backup for numeric and alphanumeric systems that consists of cards filed alphabetically, providing a complete list of names or subjects already included in the filing system; individual cards or computer listing of all names in alphabetic order to which numbers have been assigned.

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secondary value

Back 25

The appraisal assigned to records that may have historical or archival importance and are held in semiactive or inactive storage

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tab

Back 26

Projection on a file folder or guide for placement of a label with a typed caption. (1) Bill for a meal function normally paid by whoever benefits from the business association.

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useful records

Back 27

Documents used in the operation of the organization that can be easily replaced.

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variable information

Back 28

Data to be filled in and inserted on a business form; information that is inserted on a document and changes each time the form is filled in.

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vital records

Back 29

Documents that are essential for the effective, continous operaton of the firm and are irreplaceable.