IAAP CAP Exam Study Guide test with
correct answers
(WAN (Wide Area Network) - CORRECT ANSWER-A computer network that reaches beyond the LAN and uses an Internet carrier to connect to
remote locations or Internet resources
3-1-1- Liquid Rules - CORRECT ANSWER-These rules require that all liquids, aerosols, creams, pastes, and gels carried onto the plane must fit
into a single quart-sized clar plastic zip lock bag. Individual containers within that bag may not be larger than 3.4 ounces. (A 6 oz tube of
toothpaste that is only half full is not acceptable; pack only travel-sized bottles, or put larger bottles into checked luggage. Exceptions are made
for medicines and baby foods, but those items must be declared)
501 [c] - CORRECT ANSWER-A tax-exempt nonprofit organization.
Abraham Maslow - CORRECT ANSWER-One of the best known researchers in the area of human motivation, developed Maslow's Hierarchy of
Needs.
ACCDB - CORRECT ANSWER-This is the current file format for Microsoft Access database files.
Accession Log - CORRECT ANSWER-Created for assigning the numbers in a numeric filing system. As numbers are assigned to records, an
alphabetic index is created to help locate specific records.
Accommodating Conflict Management Style
(Thomas Kilmann Model) - CORRECT ANSWER-Slightly assertive and highly cooperative (opposite of competing). People neglect their own
concerns to satisfy the concerns of the other person. (element of self-sacrifice)
Best to use:
*When you realize you are wrong, therefore allowing a better position to be considered, or to learn from others and show that you are reasonable
*When the issue is much more important to the other person than it is to you
*When continued competition would only cause harm
*When preserving harmony and avoiding disruption is especially important
*When you aid in the development of your employees by allowing them to experiment and learn from their own mistakes
Accounting Period - CORRECT ANSWER-The time covered by a relevant set of books, ledgers, and other financial documents and records
(usually 12 months)
Accounts Payable - CORRECT ANSWER-A short-term debt the company has to pay back to its creditors.
Accounts Receivable - CORRECT ANSWER-Money owed by customers or another financial entity for goods or services that have been used or
delivered but are not paid for yet. A common account for goods and services sold on credit. This is an asset account.
Active Listening - CORRECT ANSWER-Making a conscious effort to truly hear and understand what the speaker is saying
Active Voice - CORRECT ANSWER-The subject of the sentence performs the action; follows the pattern of subject, verb, and object. (The
tornado ravaged the town.)
Ad Hoc Meetings - CORRECT ANSWER-Address a specific problem or task (may be called at any time)
ADF (Automatic Document Feeder) - CORRECT ANSWER-A device that allows a user to copy multiple sheets at the same time without manually
changing pages after each scan.
Adjectives - CORRECT ANSWER-Modify nouns and pronouns, adding information about which, what kind, and how much (fabulous, peaceful)
Adjourning - CORRECT ANSWER-Last stage of team development. Project comes to an end. Successes and failures are reviewed and
evaluated.
Administrative Privileges - CORRECT ANSWER-The elevated privileges needed by a user account to accomplish administrative tasks on an
operating system such as adding or removing software and changing system settings.
,Adobe Connect - CORRECT ANSWER-Used for live online meetings using an Internet connection and the appropriate software. Accommodates
two to several hundred people. Users can also share documents, and meetings can be recorded and edited
Adobe Illustrator - CORRECT ANSWER-Mostly a self-creative software package used to create graphics for websites or for simple print designs
such as brochures, greeting cards, letterheads, logo designs, posters, flyers, business cards, and package designs. Requires some familiarity
with the Adobe Suite software package. It is all encompassing and offers a variety of features such as: *Templates for various publications *Art
boards as the design layout *Text editing in documents *Creative drawing such as freehand
Adobe InDesign - CORRECT ANSWER-A software package that is ideal for someone who is semi-advanced in office design and publishing.
Except for the graphics for websites, it offers much more stability in managing body copy, grid layouts, and pixel data. It should be used for book
design due to its ability to seamlessly edit body copy or for magazine publishing. Uses spread as the design layout.
Currently the industry standard for more complicated designs. Usually requires special training.
Advantage of the Traditional Office - CORRECT ANSWER-*Tends to have centralized work areas to hold meetings and collaborate with
coworkers or clients
*Employees have more social interaction with coworkers
*Employees tend to be more motivated when working in a traditional office because they are surrounded by other employees who push them to
succeed
Advantages of Electronic File Management - CORRECT ANSWER-*Productivity - Electronic file management provides quick searchable access
to recorded information, reducing the amount of time spent by an employee looking for information.
*File integrity - Electronic records cannot be removed from physical files or accidentally misplaced
*Convenience - The appropriate computing and networking arrangements allow records to be accessed easily
*Physical storage - The reduction in photocopying means less physical storage is needed
Advantages of External Recruiting - CORRECT ANSWER-*New ideas come from outside the organization *Employee development needs and
costs are potentially lower
*New talent and competencies are brought to the organization
*Diversity of thought, experience, and culture come into the organization
Advantages of Internal Recruitment - CORRECT ANSWER-*Saves cost of ads, posting, and search fees *Boosts
*Lowers assimilation time and effort as internal applicants already know the organizational culture
*Allows existing knowledge of the employee's skill set, work ethic, and career goals to be leveraged
Advantages of Manual (Paper) File Management - CORRECT ANSWER-*Productivity - Manual filing requires less training and is less
complicated
*Cost - File cabinets, folders, and other filing supplies can be less expensive than some electronic file management systems
*Handling - Paper records are tangible and easy to handle, and computer knowledge is not needed
*Production - Paper records are easy to copy and reproduce
Advantages of Virtual Office - CORRECT ANSWER-*Employers save money by not having the added expenses associated with having an
assistant on site (e.g., office space, equipment)
*The environment benefits from fewer people traveling by automobile or public transportation *Productivity increases as a result of fewer
employee interruptions and improved employee morale and job satisfaction
*Employees have more flexibility in their schedules, more control of their work environments, less commute time, less stress, and fewer vehicle
expenses.
Advantages of working in a team - CORRECT ANSWER-*Team members share mutual goals
*Team members bring different skills, experiences, and talents, which can be valuable in gaining different perspectives on problem solving or
editing.
*Members hold each other accountable. *Members build off others' ideas which sparks creativity and innovation. Members learn from each other.
*Others can fill in when a team member is gone
Adverb - CORRECT ANSWER-Describes, limits, or explains verbs, adjectives, or other adverbs and shows time, manner, place, or degree
Affirmative Action Plan - CORRECT ANSWER-A written set of specific results-oriented procedures to be followed by all US federal contractors
holding contracts of $50,000 or more that applies to employers with 50 or more employees. Its intent is to remedy the effect of past discrimination
against or underutilization of women and minorities.
Age Discrimination in Employment Act (ADEA) - CORRECT ANSWER-Unlawful to discriminate in any way against applicants or employees older
than 40 because of their age.
Agenda - CORRECT ANSWER-An outline of the main tops to be discussed. Usually lists the name of the meeting, date, location, participants,
and main points.
Airline Shuttles - CORRECT ANSWER-Typically transport passengers from one airport terminal to another
Airport Taxis - CORRECT ANSWER-Tend to have a set rate for transportation from the airport that is clearly advertised at the pickup area. Rates
to the airport vary depending on mileage and traffic conditions.
All Communication is Transactional - CORRECT ANSWER-It involves a two-way passage or information, emotion, and intent
All-In-One - CORRECT ANSWER-A multifunctional device often capable of printing, scanning, copying, and faxing
All-In-One Printers and Photocopy machine - CORRECT ANSWER-Allows office workers to print, scan, and copy from one machine. Allows for
the ability to photocopy photo IDs; add recipients to the To, From, CC, and BCC sections while scanning; add or change the subject line; and
change settings such as file type; provides the ability to scan double-sided documents to single-sided documents and to adjust the layout of the
document such as original orientation, auto detect, image shift, edge erase, invert image, and book copying
Alphabetic System Filing - CORRECT ANSWER-Most widely used filing method; records are filed alphabetically from A to Z according to name.
Recommended for use when records are to be retrieved by personal, business, or governmental agency name.
Analytical Report - CORRECT ANSWER-Provides data analysis about trends and operations with the objective of forming a conclusion,
explaining why something happened, recommending a course of action or discussing feasibility. Often includes data, findings, and analysis.
,Anecdotal Evidence - CORRECT ANSWER-Information based on a person's thoughts or feelings (survey responses, exit interviews, focus
groups)
Annotated Proofing - CORRECT ANSWER-Uses editing markups to proof hard copy, using current editing marks/symbols
Annotates - CORRECT ANSWER-Output Formatting feature (all-in-one-copier) that is used to add numbers and dates to the copied and scanned
documents.
Annual Performance Appraisals - CORRECT ANSWER-*Written performance documentation that assists managers in keeping track of
occurrences during the year - a paper trail on an employee.
*A record of how an employee is meeting desired results and recognition of the value an employee's performance provides to the organization
*A marker of the close of the previous year's performance cycle and the start of a new performance cycle for the upcoming year
Apostrophe - CORRECT ANSWER-Used to show something belongs to someone, indicate the possessive by adding an apostrophe and an s to
the word: "The dog's paw" "Joan's sweater." If the word already ends in s, just add the apostrophe: "Charles' truck"
Apple Keynote - CORRECT ANSWER-Similar in purpose to Microsoft PowerPoint, this program works on Macintosh computers and allows the
creation of slide show presentations.
Application - CORRECT ANSWER-Software installed onto an operating system generally used for a specific purpose.
Applications - CORRECT ANSWER-Computer programs installed on a computer's operating system. Commonly called apps on mobile devices.
Applying Presentation Tools in PowerPoint - CORRECT ANSWER-Emphasis is being placed to reinforce the message by using a pen or
highlighter, changing the color of the ink in the pen or highlighter, or erasing a notation altogether.
Approaches to delivering a PowerPoint Presentation: - CORRECT ANSWER-*Applying Presentation Tools
*Setting Up Slide Shows
*Presentation Timing
*Recording Presentations
Arbitrator - CORRECT ANSWER-Judge in a grievance process
ARMA International - CORRECT ANSWER-Formerly the Association of Records Managers and Administrators; the leading professional
organization and authority on record management governing information and has published a set of filing rules, which apply to maintaining and
managing the records within electronic and manual file management systems
ASCII (American Standard Code for Information Interchange) - CORRECT ANSWER-The numerical representation of a character. Originally
based on the English alphabet, it encodes 128 specified characters into seven-bit binary integers.
Assessment Tools to Help Identify People's Skills and Abilities - CORRECT ANSWER-*DiSC is used to improve work productivity, teamwork, and
communication
*Myers Briggs is a personality test giving a framework for understanding yourself
*StandOut is a team assessment tool
*StrengthsFinder 2.0 is an assessment tool developed by Gallup
*True Colors assesses personality temperament
Assessment-Based Certificate - CORRECT ANSWER-Focus is on education/training and demonstrates mastery of intended learning outcomes of
a specific class, course, educational program, or training program.
Assessment-Based Professional Certification - CORRECT ANSWER-A voluntary process by which individuals are evaluated against
predetermined standards for knowledge, skills, or competencies -- time-limited credential
Assets - CORRECT ANSWER-A balance sheet items that shows what the firm owns. Considered a resource that an individual or company owns
or controls in hope of reaping a future benefit. Short-term assets are recorded by most companies as part of their current assets.
Asymmetry - CORRECT ANSWER-The opposite of a symmetrical layout, with text and graphics not matching in proportion or location in the
design.
At-will Clause - CORRECT ANSWER-A clause in an employment contract that gives employers the right to fire employees for any cause, and
gives employees the right to quit, strike, or cease working at any time.
ATM (Automated Teller Machine) - CORRECT ANSWER-A electronic unit that allows customers basic financial transactions such as deposits,
withdrawals, and the ability to check cash balances.
Audio-Visual Communication - CORRECT ANSWER-Combines two media such as television or film and narration
Autocratic Leadership - CORRECT ANSWER-Leaders give instructions, make all of the important decisions, and watch their staff closely to make
sure they comply.
Automatic Deductions - CORRECT ANSWER-A convenient way to pay recurring expenses. The bank automatically deducts funds from an
account and forwards the money to the creditor. (e.g. mortgage payment)
Availability - CORRECT ANSWER-A term used to describe a system being ready and able to perform its regular functions (i.e., available for use)
Avoiding Conflict Management Style
(Thomas/Kilmann Model) - CORRECT ANSWER-Slightly assertive and slightly cooperative. People are addressing neither their own now the
other's concerns, possibly postponing dealing with the issue, diplomatically removing themselves, or simply withdrawing from a threatening
situation.
Best to use:
*When an issue is trivial or of only passing importance
*When you perceive no chance of satisfying your concerns; when you have low power
*When it is important to let people cool down
*When gathering more information outweighs making an immediate decision
, *When letting others resolve the conflict will be more effective
*When the issue seems symptomatic of another more basic issue
Baby Boomers - CORRECT ANSWER-People born after World War II, from 1946 to 1964. Hardworking and motivated by position and prestige.
Achievement oriented, dedicated, and career focused.
Backup - CORRECT ANSWER-The process of duplicating information in an effort to protect against damage or loss
Backups - CORRECT ANSWER-Copies of data taken from computer systems to ensure the data can be restored in a timely and predictable
manner should the need arise
Bad Debt Expense - CORRECT ANSWER-Losses a company incurs when goods are sold without requiring immediate payment. This is recorded
as an account receivable because it is an asset that has not been received.
Balance Sheet - CORRECT ANSWER-A major financial document that shows the assets, liabilities, and capitalization (total financial value) of a
business at a particular time. Also shows details of income and expenditures for the preceeding period. (aka: a statement of financial position)
Bandwidth - CORRECT ANSWER-The maximum speed allowed by a data line. (Internet connection)
Bank Fees - CORRECT ANSWER-The nominal fees charged by banks for various services such as notarizing a document, issuing a stop order
on a check, etc. These are a major revenue source for banks.
Bank Reconciliation - CORRECT ANSWER-Analyzing and adjusting the cash balance shown on the bank's records and the account holder's
records. This involves making allowances for checks that have been issued but not presented and for checks that have been deposited but not
credited.
Bank-Side - CORRECT ANSWER-The part of the reconciliation process that deals with all the charges and fees recorded on the bank side.
Bar Chart - CORRECT ANSWER-Similar to a column chart, great for comparing data
Baseline - CORRECT ANSWER-A measure of how a system is supposed to perform under normal conditions. Knowing this helps determine if
future performance is a problem
Basic Elements of a Budget - CORRECT ANSWER-Expenses (discretionary and non-discretionary) and Revenue
Behavioral Interview - CORRECT ANSWER-*Based on the theory that past performance in a similar situation is the best predictor of future
performance. *Probes deeper than traditional interviewing approaches. *Requires specific examples of teamwork, problem solving,
communication, creativity, and organization skills
Binding Documents - CORRECT ANSWER-Uses plastic or wire GBC, Velobind, or thermal binding to finish documents with a professional look
that reinforces a professional reputation.
Blog - CORRECT ANSWER-A record of someone's thoughts posted on the Internet for others to read. Unlike websites, blog pages use a simple
template.
Popular blogging platforms:
*Blogger - Customizable with features such as text colors and attributes (bold or italics)
*Tumblr - Known for informal micro-blogging, a form of blogging that is longer than a Tweet but not as long or professional as a full-blown article
or post. Most visual content is shared: pictures, videos, links, and/or infographics.
*WordPress - One of the most popular blogging platforms on the Internet. Millions of users like the options it provides for simple blog creation and
maintenance. The platform is free and offers services such as hosting along with the ability to have a custom domain.
Board Meetings - CORRECT ANSWER-Bring executives together with the governing organizational body
Body Copy - CORRECT ANSWER-The meat of the document and gives readers the information they need about the subject. Usually divided into
paragraphs and by topic.
Body Language - CORRECT ANSWER-Includes gestures and facial expressions and can make the meaning of words clearer, unless the people
are from a country where the meanings are different.
Bonds - CORRECT ANSWER-A debt in which an investor loans money to a corporate or governmental entity for a defined period at a variable or
fixed rate. Those who own bonds are debt holders, or creditors, of the entity issuing the bonds.
Book-Side - CORRECT ANSWER-The company's record of accounts, updated as money flows in or out, and is what is compared with bank
records to check for bank fees, interest growth, and errors.
Booking Sites - CORRECT ANSWER-Discount sites include Priceline.com, Hotels.com, and Hotwire.com. Some sites offer all-inclusive
packages, which tend to be for incentive travel, specific resorts, or cruise ship travel.
All-inclusive can mean all meals and tips are included with the price for accommodations; can also include airfare and airport transportation.
Booklet Creation - CORRECT ANSWER-Output Formatting feature (all-in-one-copier) used when producing a book for distribution; it will fold and
staple or hole punch the document.
Boolean Search - CORRECT ANSWER-Done by linking words together to get closer to finding the type of documents you needed, originated by
English mathematician George Boole.
the word "and" (apple pie AND recipe), the document must include both words.
Using the word "or" (cat OR dog), the document may include either.
Brackets [] - CORRECT ANSWER-Used to insert your own words into quotations or enclose a set of words that are already inside parentheses.
Brainstorming Sessions - CORRECT ANSWER-Generate new ideas
Brand - CORRECT ANSWER-The reputation a company builds that tells a customer what to expect in terms of product, service, and experience.
correct answers
(WAN (Wide Area Network) - CORRECT ANSWER-A computer network that reaches beyond the LAN and uses an Internet carrier to connect to
remote locations or Internet resources
3-1-1- Liquid Rules - CORRECT ANSWER-These rules require that all liquids, aerosols, creams, pastes, and gels carried onto the plane must fit
into a single quart-sized clar plastic zip lock bag. Individual containers within that bag may not be larger than 3.4 ounces. (A 6 oz tube of
toothpaste that is only half full is not acceptable; pack only travel-sized bottles, or put larger bottles into checked luggage. Exceptions are made
for medicines and baby foods, but those items must be declared)
501 [c] - CORRECT ANSWER-A tax-exempt nonprofit organization.
Abraham Maslow - CORRECT ANSWER-One of the best known researchers in the area of human motivation, developed Maslow's Hierarchy of
Needs.
ACCDB - CORRECT ANSWER-This is the current file format for Microsoft Access database files.
Accession Log - CORRECT ANSWER-Created for assigning the numbers in a numeric filing system. As numbers are assigned to records, an
alphabetic index is created to help locate specific records.
Accommodating Conflict Management Style
(Thomas Kilmann Model) - CORRECT ANSWER-Slightly assertive and highly cooperative (opposite of competing). People neglect their own
concerns to satisfy the concerns of the other person. (element of self-sacrifice)
Best to use:
*When you realize you are wrong, therefore allowing a better position to be considered, or to learn from others and show that you are reasonable
*When the issue is much more important to the other person than it is to you
*When continued competition would only cause harm
*When preserving harmony and avoiding disruption is especially important
*When you aid in the development of your employees by allowing them to experiment and learn from their own mistakes
Accounting Period - CORRECT ANSWER-The time covered by a relevant set of books, ledgers, and other financial documents and records
(usually 12 months)
Accounts Payable - CORRECT ANSWER-A short-term debt the company has to pay back to its creditors.
Accounts Receivable - CORRECT ANSWER-Money owed by customers or another financial entity for goods or services that have been used or
delivered but are not paid for yet. A common account for goods and services sold on credit. This is an asset account.
Active Listening - CORRECT ANSWER-Making a conscious effort to truly hear and understand what the speaker is saying
Active Voice - CORRECT ANSWER-The subject of the sentence performs the action; follows the pattern of subject, verb, and object. (The
tornado ravaged the town.)
Ad Hoc Meetings - CORRECT ANSWER-Address a specific problem or task (may be called at any time)
ADF (Automatic Document Feeder) - CORRECT ANSWER-A device that allows a user to copy multiple sheets at the same time without manually
changing pages after each scan.
Adjectives - CORRECT ANSWER-Modify nouns and pronouns, adding information about which, what kind, and how much (fabulous, peaceful)
Adjourning - CORRECT ANSWER-Last stage of team development. Project comes to an end. Successes and failures are reviewed and
evaluated.
Administrative Privileges - CORRECT ANSWER-The elevated privileges needed by a user account to accomplish administrative tasks on an
operating system such as adding or removing software and changing system settings.
,Adobe Connect - CORRECT ANSWER-Used for live online meetings using an Internet connection and the appropriate software. Accommodates
two to several hundred people. Users can also share documents, and meetings can be recorded and edited
Adobe Illustrator - CORRECT ANSWER-Mostly a self-creative software package used to create graphics for websites or for simple print designs
such as brochures, greeting cards, letterheads, logo designs, posters, flyers, business cards, and package designs. Requires some familiarity
with the Adobe Suite software package. It is all encompassing and offers a variety of features such as: *Templates for various publications *Art
boards as the design layout *Text editing in documents *Creative drawing such as freehand
Adobe InDesign - CORRECT ANSWER-A software package that is ideal for someone who is semi-advanced in office design and publishing.
Except for the graphics for websites, it offers much more stability in managing body copy, grid layouts, and pixel data. It should be used for book
design due to its ability to seamlessly edit body copy or for magazine publishing. Uses spread as the design layout.
Currently the industry standard for more complicated designs. Usually requires special training.
Advantage of the Traditional Office - CORRECT ANSWER-*Tends to have centralized work areas to hold meetings and collaborate with
coworkers or clients
*Employees have more social interaction with coworkers
*Employees tend to be more motivated when working in a traditional office because they are surrounded by other employees who push them to
succeed
Advantages of Electronic File Management - CORRECT ANSWER-*Productivity - Electronic file management provides quick searchable access
to recorded information, reducing the amount of time spent by an employee looking for information.
*File integrity - Electronic records cannot be removed from physical files or accidentally misplaced
*Convenience - The appropriate computing and networking arrangements allow records to be accessed easily
*Physical storage - The reduction in photocopying means less physical storage is needed
Advantages of External Recruiting - CORRECT ANSWER-*New ideas come from outside the organization *Employee development needs and
costs are potentially lower
*New talent and competencies are brought to the organization
*Diversity of thought, experience, and culture come into the organization
Advantages of Internal Recruitment - CORRECT ANSWER-*Saves cost of ads, posting, and search fees *Boosts
*Lowers assimilation time and effort as internal applicants already know the organizational culture
*Allows existing knowledge of the employee's skill set, work ethic, and career goals to be leveraged
Advantages of Manual (Paper) File Management - CORRECT ANSWER-*Productivity - Manual filing requires less training and is less
complicated
*Cost - File cabinets, folders, and other filing supplies can be less expensive than some electronic file management systems
*Handling - Paper records are tangible and easy to handle, and computer knowledge is not needed
*Production - Paper records are easy to copy and reproduce
Advantages of Virtual Office - CORRECT ANSWER-*Employers save money by not having the added expenses associated with having an
assistant on site (e.g., office space, equipment)
*The environment benefits from fewer people traveling by automobile or public transportation *Productivity increases as a result of fewer
employee interruptions and improved employee morale and job satisfaction
*Employees have more flexibility in their schedules, more control of their work environments, less commute time, less stress, and fewer vehicle
expenses.
Advantages of working in a team - CORRECT ANSWER-*Team members share mutual goals
*Team members bring different skills, experiences, and talents, which can be valuable in gaining different perspectives on problem solving or
editing.
*Members hold each other accountable. *Members build off others' ideas which sparks creativity and innovation. Members learn from each other.
*Others can fill in when a team member is gone
Adverb - CORRECT ANSWER-Describes, limits, or explains verbs, adjectives, or other adverbs and shows time, manner, place, or degree
Affirmative Action Plan - CORRECT ANSWER-A written set of specific results-oriented procedures to be followed by all US federal contractors
holding contracts of $50,000 or more that applies to employers with 50 or more employees. Its intent is to remedy the effect of past discrimination
against or underutilization of women and minorities.
Age Discrimination in Employment Act (ADEA) - CORRECT ANSWER-Unlawful to discriminate in any way against applicants or employees older
than 40 because of their age.
Agenda - CORRECT ANSWER-An outline of the main tops to be discussed. Usually lists the name of the meeting, date, location, participants,
and main points.
Airline Shuttles - CORRECT ANSWER-Typically transport passengers from one airport terminal to another
Airport Taxis - CORRECT ANSWER-Tend to have a set rate for transportation from the airport that is clearly advertised at the pickup area. Rates
to the airport vary depending on mileage and traffic conditions.
All Communication is Transactional - CORRECT ANSWER-It involves a two-way passage or information, emotion, and intent
All-In-One - CORRECT ANSWER-A multifunctional device often capable of printing, scanning, copying, and faxing
All-In-One Printers and Photocopy machine - CORRECT ANSWER-Allows office workers to print, scan, and copy from one machine. Allows for
the ability to photocopy photo IDs; add recipients to the To, From, CC, and BCC sections while scanning; add or change the subject line; and
change settings such as file type; provides the ability to scan double-sided documents to single-sided documents and to adjust the layout of the
document such as original orientation, auto detect, image shift, edge erase, invert image, and book copying
Alphabetic System Filing - CORRECT ANSWER-Most widely used filing method; records are filed alphabetically from A to Z according to name.
Recommended for use when records are to be retrieved by personal, business, or governmental agency name.
Analytical Report - CORRECT ANSWER-Provides data analysis about trends and operations with the objective of forming a conclusion,
explaining why something happened, recommending a course of action or discussing feasibility. Often includes data, findings, and analysis.
,Anecdotal Evidence - CORRECT ANSWER-Information based on a person's thoughts or feelings (survey responses, exit interviews, focus
groups)
Annotated Proofing - CORRECT ANSWER-Uses editing markups to proof hard copy, using current editing marks/symbols
Annotates - CORRECT ANSWER-Output Formatting feature (all-in-one-copier) that is used to add numbers and dates to the copied and scanned
documents.
Annual Performance Appraisals - CORRECT ANSWER-*Written performance documentation that assists managers in keeping track of
occurrences during the year - a paper trail on an employee.
*A record of how an employee is meeting desired results and recognition of the value an employee's performance provides to the organization
*A marker of the close of the previous year's performance cycle and the start of a new performance cycle for the upcoming year
Apostrophe - CORRECT ANSWER-Used to show something belongs to someone, indicate the possessive by adding an apostrophe and an s to
the word: "The dog's paw" "Joan's sweater." If the word already ends in s, just add the apostrophe: "Charles' truck"
Apple Keynote - CORRECT ANSWER-Similar in purpose to Microsoft PowerPoint, this program works on Macintosh computers and allows the
creation of slide show presentations.
Application - CORRECT ANSWER-Software installed onto an operating system generally used for a specific purpose.
Applications - CORRECT ANSWER-Computer programs installed on a computer's operating system. Commonly called apps on mobile devices.
Applying Presentation Tools in PowerPoint - CORRECT ANSWER-Emphasis is being placed to reinforce the message by using a pen or
highlighter, changing the color of the ink in the pen or highlighter, or erasing a notation altogether.
Approaches to delivering a PowerPoint Presentation: - CORRECT ANSWER-*Applying Presentation Tools
*Setting Up Slide Shows
*Presentation Timing
*Recording Presentations
Arbitrator - CORRECT ANSWER-Judge in a grievance process
ARMA International - CORRECT ANSWER-Formerly the Association of Records Managers and Administrators; the leading professional
organization and authority on record management governing information and has published a set of filing rules, which apply to maintaining and
managing the records within electronic and manual file management systems
ASCII (American Standard Code for Information Interchange) - CORRECT ANSWER-The numerical representation of a character. Originally
based on the English alphabet, it encodes 128 specified characters into seven-bit binary integers.
Assessment Tools to Help Identify People's Skills and Abilities - CORRECT ANSWER-*DiSC is used to improve work productivity, teamwork, and
communication
*Myers Briggs is a personality test giving a framework for understanding yourself
*StandOut is a team assessment tool
*StrengthsFinder 2.0 is an assessment tool developed by Gallup
*True Colors assesses personality temperament
Assessment-Based Certificate - CORRECT ANSWER-Focus is on education/training and demonstrates mastery of intended learning outcomes of
a specific class, course, educational program, or training program.
Assessment-Based Professional Certification - CORRECT ANSWER-A voluntary process by which individuals are evaluated against
predetermined standards for knowledge, skills, or competencies -- time-limited credential
Assets - CORRECT ANSWER-A balance sheet items that shows what the firm owns. Considered a resource that an individual or company owns
or controls in hope of reaping a future benefit. Short-term assets are recorded by most companies as part of their current assets.
Asymmetry - CORRECT ANSWER-The opposite of a symmetrical layout, with text and graphics not matching in proportion or location in the
design.
At-will Clause - CORRECT ANSWER-A clause in an employment contract that gives employers the right to fire employees for any cause, and
gives employees the right to quit, strike, or cease working at any time.
ATM (Automated Teller Machine) - CORRECT ANSWER-A electronic unit that allows customers basic financial transactions such as deposits,
withdrawals, and the ability to check cash balances.
Audio-Visual Communication - CORRECT ANSWER-Combines two media such as television or film and narration
Autocratic Leadership - CORRECT ANSWER-Leaders give instructions, make all of the important decisions, and watch their staff closely to make
sure they comply.
Automatic Deductions - CORRECT ANSWER-A convenient way to pay recurring expenses. The bank automatically deducts funds from an
account and forwards the money to the creditor. (e.g. mortgage payment)
Availability - CORRECT ANSWER-A term used to describe a system being ready and able to perform its regular functions (i.e., available for use)
Avoiding Conflict Management Style
(Thomas/Kilmann Model) - CORRECT ANSWER-Slightly assertive and slightly cooperative. People are addressing neither their own now the
other's concerns, possibly postponing dealing with the issue, diplomatically removing themselves, or simply withdrawing from a threatening
situation.
Best to use:
*When an issue is trivial or of only passing importance
*When you perceive no chance of satisfying your concerns; when you have low power
*When it is important to let people cool down
*When gathering more information outweighs making an immediate decision
, *When letting others resolve the conflict will be more effective
*When the issue seems symptomatic of another more basic issue
Baby Boomers - CORRECT ANSWER-People born after World War II, from 1946 to 1964. Hardworking and motivated by position and prestige.
Achievement oriented, dedicated, and career focused.
Backup - CORRECT ANSWER-The process of duplicating information in an effort to protect against damage or loss
Backups - CORRECT ANSWER-Copies of data taken from computer systems to ensure the data can be restored in a timely and predictable
manner should the need arise
Bad Debt Expense - CORRECT ANSWER-Losses a company incurs when goods are sold without requiring immediate payment. This is recorded
as an account receivable because it is an asset that has not been received.
Balance Sheet - CORRECT ANSWER-A major financial document that shows the assets, liabilities, and capitalization (total financial value) of a
business at a particular time. Also shows details of income and expenditures for the preceeding period. (aka: a statement of financial position)
Bandwidth - CORRECT ANSWER-The maximum speed allowed by a data line. (Internet connection)
Bank Fees - CORRECT ANSWER-The nominal fees charged by banks for various services such as notarizing a document, issuing a stop order
on a check, etc. These are a major revenue source for banks.
Bank Reconciliation - CORRECT ANSWER-Analyzing and adjusting the cash balance shown on the bank's records and the account holder's
records. This involves making allowances for checks that have been issued but not presented and for checks that have been deposited but not
credited.
Bank-Side - CORRECT ANSWER-The part of the reconciliation process that deals with all the charges and fees recorded on the bank side.
Bar Chart - CORRECT ANSWER-Similar to a column chart, great for comparing data
Baseline - CORRECT ANSWER-A measure of how a system is supposed to perform under normal conditions. Knowing this helps determine if
future performance is a problem
Basic Elements of a Budget - CORRECT ANSWER-Expenses (discretionary and non-discretionary) and Revenue
Behavioral Interview - CORRECT ANSWER-*Based on the theory that past performance in a similar situation is the best predictor of future
performance. *Probes deeper than traditional interviewing approaches. *Requires specific examples of teamwork, problem solving,
communication, creativity, and organization skills
Binding Documents - CORRECT ANSWER-Uses plastic or wire GBC, Velobind, or thermal binding to finish documents with a professional look
that reinforces a professional reputation.
Blog - CORRECT ANSWER-A record of someone's thoughts posted on the Internet for others to read. Unlike websites, blog pages use a simple
template.
Popular blogging platforms:
*Blogger - Customizable with features such as text colors and attributes (bold or italics)
*Tumblr - Known for informal micro-blogging, a form of blogging that is longer than a Tweet but not as long or professional as a full-blown article
or post. Most visual content is shared: pictures, videos, links, and/or infographics.
*WordPress - One of the most popular blogging platforms on the Internet. Millions of users like the options it provides for simple blog creation and
maintenance. The platform is free and offers services such as hosting along with the ability to have a custom domain.
Board Meetings - CORRECT ANSWER-Bring executives together with the governing organizational body
Body Copy - CORRECT ANSWER-The meat of the document and gives readers the information they need about the subject. Usually divided into
paragraphs and by topic.
Body Language - CORRECT ANSWER-Includes gestures and facial expressions and can make the meaning of words clearer, unless the people
are from a country where the meanings are different.
Bonds - CORRECT ANSWER-A debt in which an investor loans money to a corporate or governmental entity for a defined period at a variable or
fixed rate. Those who own bonds are debt holders, or creditors, of the entity issuing the bonds.
Book-Side - CORRECT ANSWER-The company's record of accounts, updated as money flows in or out, and is what is compared with bank
records to check for bank fees, interest growth, and errors.
Booking Sites - CORRECT ANSWER-Discount sites include Priceline.com, Hotels.com, and Hotwire.com. Some sites offer all-inclusive
packages, which tend to be for incentive travel, specific resorts, or cruise ship travel.
All-inclusive can mean all meals and tips are included with the price for accommodations; can also include airfare and airport transportation.
Booklet Creation - CORRECT ANSWER-Output Formatting feature (all-in-one-copier) used when producing a book for distribution; it will fold and
staple or hole punch the document.
Boolean Search - CORRECT ANSWER-Done by linking words together to get closer to finding the type of documents you needed, originated by
English mathematician George Boole.
the word "and" (apple pie AND recipe), the document must include both words.
Using the word "or" (cat OR dog), the document may include either.
Brackets [] - CORRECT ANSWER-Used to insert your own words into quotations or enclose a set of words that are already inside parentheses.
Brainstorming Sessions - CORRECT ANSWER-Generate new ideas
Brand - CORRECT ANSWER-The reputation a company builds that tells a customer what to expect in terms of product, service, and experience.
