Module 2 Chapter 11 Review and
Discuss Questions
Records Management 2
(Northcentral Technical College)
, Chapter 11
eview and Discuss
Type your answers in the space provided.
1. Name and briefly describe the five stages of the electronic records life cycle.
1. Creation: Electronic files are created in specific software applications such as
Microsoft® Word, Excel, Access, email applications, and many others. When the
application is opened, the user starts keying the needed information in a new
document. Creating and storing (saving) the document is the first step in the records
life cycle.
2. Classification: Classification of records should not be taken lightly. Classification
involves planning and making decisions such as what to classify and which
classification terms to use. In physical storage systems, indexing involves units and
sometimes subjects. Classifying electronic records is similar in that units become
fields and subjects become keywords. Classification fields can be used to categorize
documents, to track creation or retention dates, or to enter subject matter.
3. Use and Distribution: Distribution can be through electronic channels described as
follows; or files can be printed and sent by regular mail, by facsimile, or by
courier.
4. Retention and Maintenance: A records retention schedule is used to specify how
long to keep the records in an organization. Based on retention schedules,
maintenance of electronic files follows regularly scheduled times to keep or dispose
of the files.
5. Disposition: When records are transferred to inactive files or archives, systematic
storage according to standard filing procedures apply. Storage copies, sometimes
called master copies, of electronic records are usually recorded onto removable
magnetic, optical, or solid state media. A total retention period, required for most
records retention schedules, reflects the length of time that the data should remain
in computer accessible form. After that time has expired, all data should be purged
from all storage devices supporting the system. The inactive record can either be
destroyed or preserved indefinitely. If a record is to be destroyed, it must be done
correctly and completely.
2. You are taking the following classes: WR 121 English Composition, SOC 104 Introduction to
Sociology, HST 201 History of Western Civilization, and BA 244 Records Management. List
the folder names that you will create to store electronic files for each of your classes.
EXAMPLE – Identify how you would label the folder to best remember/use/find/store course
information.
Create a folder label for course – AA 10106145 Information Storage Management
You might use - Information Storage Management (10106145 AA)
Folder Label
WR 121 English Composition 121 Eng. Comp.
SOC 104 Introduction to Sociology 104 Intro. Soc.
Discuss Questions
Records Management 2
(Northcentral Technical College)
, Chapter 11
eview and Discuss
Type your answers in the space provided.
1. Name and briefly describe the five stages of the electronic records life cycle.
1. Creation: Electronic files are created in specific software applications such as
Microsoft® Word, Excel, Access, email applications, and many others. When the
application is opened, the user starts keying the needed information in a new
document. Creating and storing (saving) the document is the first step in the records
life cycle.
2. Classification: Classification of records should not be taken lightly. Classification
involves planning and making decisions such as what to classify and which
classification terms to use. In physical storage systems, indexing involves units and
sometimes subjects. Classifying electronic records is similar in that units become
fields and subjects become keywords. Classification fields can be used to categorize
documents, to track creation or retention dates, or to enter subject matter.
3. Use and Distribution: Distribution can be through electronic channels described as
follows; or files can be printed and sent by regular mail, by facsimile, or by
courier.
4. Retention and Maintenance: A records retention schedule is used to specify how
long to keep the records in an organization. Based on retention schedules,
maintenance of electronic files follows regularly scheduled times to keep or dispose
of the files.
5. Disposition: When records are transferred to inactive files or archives, systematic
storage according to standard filing procedures apply. Storage copies, sometimes
called master copies, of electronic records are usually recorded onto removable
magnetic, optical, or solid state media. A total retention period, required for most
records retention schedules, reflects the length of time that the data should remain
in computer accessible form. After that time has expired, all data should be purged
from all storage devices supporting the system. The inactive record can either be
destroyed or preserved indefinitely. If a record is to be destroyed, it must be done
correctly and completely.
2. You are taking the following classes: WR 121 English Composition, SOC 104 Introduction to
Sociology, HST 201 History of Western Civilization, and BA 244 Records Management. List
the folder names that you will create to store electronic files for each of your classes.
EXAMPLE – Identify how you would label the folder to best remember/use/find/store course
information.
Create a folder label for course – AA 10106145 Information Storage Management
You might use - Information Storage Management (10106145 AA)
Folder Label
WR 121 English Composition 121 Eng. Comp.
SOC 104 Introduction to Sociology 104 Intro. Soc.
