Records Management Final Exam
UPDATED Exam Questions and CORRECT
Answers
Dictionary arrangement - CORRECT ANSWER - a filing arrangement in which all entries
are in alphabetic order
Direct Access - CORRECT ANSWER - a method of access to records without reference to
an index of other finding aid
Subject records management - CORRECT ANSWER - an alphabetic system of storing &
retrieving records by their subject or topic
Inspecting - CORRECT ANSWER - checking a record to determine whether it is ready to
be filed
Relative Index - CORRECT ANSWER - a dictionary type listing of all possible words &
combinations of words by which records may be requested
Numeric Index - CORRECT ANSWER - a current list of all files by the file numbers
Name Index - CORRECT ANSWER - a listing of all correspondent's names stored in a
subject file
Alphabetic Index - CORRECT ANSWER - a reference to a numeric file, organized
alphabetically, that is used when the name or subject is known but not the assigned number
Nonconsecutive numbering - CORRECT ANSWER - a system of numbers that has blocks
of numbers omitted
, Alphanumeric coding - CORRECT ANSWER - a coding system that combines letters and
numbers, in combination with punctuation marks, to develop codes for classifying & retrieving
information
Middle-digit storage - CORRECT ANSWER - a numeric storage method in which the
middle digits are used as the primary division for organizing the filing system.
Block-numeric coding - CORRECT ANSWER - a coding system based on the assignment
of number ranges to subjects
Duplex-numeric coding - CORRECT ANSWER - a coding system using numbers
(sometimes letters) with 2 or more parts separated by a dash, space or comma
Consecutive numbering method - CORRECT ANSWER - a method which consecutively
numbered records are arranged in ascending number order - from the lowest to highest
Decimal-numeric coding - CORRECT ANSWER - a numeric method where records are
classified by subject in units of ten & coded for arrangement in numeric order
What is one way to expand subject files? - CORRECT ANSWER - by adding subdivisions
to main subject titles
When preparing a letter to be filed in a subject file, where do you write the subject title? -
CORRECT ANSWER - at the top right of the record if its not in the text (p.260)
What is the best way to code a cross-reference subject in the body of a letter? - CORRECT
ANSWER - -Underline cross-reference subjects with a wavy line
-insert diagonals between units
-number all units starting with 1
-write the subject title in margin if its not exactly right in text
-place an X in the margin beside the cross-reference subject
UPDATED Exam Questions and CORRECT
Answers
Dictionary arrangement - CORRECT ANSWER - a filing arrangement in which all entries
are in alphabetic order
Direct Access - CORRECT ANSWER - a method of access to records without reference to
an index of other finding aid
Subject records management - CORRECT ANSWER - an alphabetic system of storing &
retrieving records by their subject or topic
Inspecting - CORRECT ANSWER - checking a record to determine whether it is ready to
be filed
Relative Index - CORRECT ANSWER - a dictionary type listing of all possible words &
combinations of words by which records may be requested
Numeric Index - CORRECT ANSWER - a current list of all files by the file numbers
Name Index - CORRECT ANSWER - a listing of all correspondent's names stored in a
subject file
Alphabetic Index - CORRECT ANSWER - a reference to a numeric file, organized
alphabetically, that is used when the name or subject is known but not the assigned number
Nonconsecutive numbering - CORRECT ANSWER - a system of numbers that has blocks
of numbers omitted
, Alphanumeric coding - CORRECT ANSWER - a coding system that combines letters and
numbers, in combination with punctuation marks, to develop codes for classifying & retrieving
information
Middle-digit storage - CORRECT ANSWER - a numeric storage method in which the
middle digits are used as the primary division for organizing the filing system.
Block-numeric coding - CORRECT ANSWER - a coding system based on the assignment
of number ranges to subjects
Duplex-numeric coding - CORRECT ANSWER - a coding system using numbers
(sometimes letters) with 2 or more parts separated by a dash, space or comma
Consecutive numbering method - CORRECT ANSWER - a method which consecutively
numbered records are arranged in ascending number order - from the lowest to highest
Decimal-numeric coding - CORRECT ANSWER - a numeric method where records are
classified by subject in units of ten & coded for arrangement in numeric order
What is one way to expand subject files? - CORRECT ANSWER - by adding subdivisions
to main subject titles
When preparing a letter to be filed in a subject file, where do you write the subject title? -
CORRECT ANSWER - at the top right of the record if its not in the text (p.260)
What is the best way to code a cross-reference subject in the body of a letter? - CORRECT
ANSWER - -Underline cross-reference subjects with a wavy line
-insert diagonals between units
-number all units starting with 1
-write the subject title in margin if its not exactly right in text
-place an X in the margin beside the cross-reference subject
