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    Midterm Examination

    Uploaded by

    Aldrin Joseph Veriña
    This document outlines topics related to record management including identification of records, retention, filing systems, and disposition. It discusses the functions, benefits, and forms of disposition for record management. Characteristics of adequate records are listed as well as roles for record management staff such as ensuring proper filling of forms, readable data, and labeling of file folders with details like record title, coverage dates, and disposal date. Record sources include those created by the agency and those received from other agencies. An example file folder label is provided.

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    Midterm Examination

    Uploaded by

    Aldrin Joseph Veriña
    36 views7 pages
    This document outlines topics related to record management including identification of records, retention, filing systems, and disposition. It discusses the functions, benefits, and forms of disposition for record management. Characteristics of adequate records are listed as well as roles for record management staff such as ensuring proper filling of forms, readable data, and labeling of file folders with details like record title, coverage dates, and disposal date. Record sources include those created by the agency and those received from other agencies. An example file folder label is provided.

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    This document outlines topics related to record management including identification of records, retention, filing systems, and disposition. It discusses the functions, benefits, and forms of disposition for record management. Characteristics of adequate records are listed as well as roles for record management staff such as ensuring proper filling of forms, readable data, and labeling of file folders with details like record title, coverage dates, and disposal date. Record sources include those created by the agency and those received from other agencies. An example file folder label is provided.

    Copyright:

    © All Rights Reserved
    Download as DOCX, PDF, TXT or read online from Scribd
    Download as docx, pdf, or txt
    36 views7 pages

    Midterm Examination

    Uploaded by

    Aldrin Joseph Veriña
    This document outlines topics related to record management including identification of records, retention, filing systems, and disposition. It discusses the functions, benefits, and forms of disposition for record management. Characteristics of adequate records are listed as well as roles for record management staff such as ensuring proper filling of forms, readable data, and labeling of file folders with details like record title, coverage dates, and disposal date. Record sources include those created by the agency and those received from other agencies. An example file folder label is provided.

    Copyright:

    © All Rights Reserved
    Download as DOCX, PDF, TXT or read online from Scribd
    Download as docx, pdf, or txt
    of 7

    Record Management

    Midterm examination

    Aldrin Joseph Verina


    BSC CSEM

    I. Identification

    1.Record

    2. Non-record

    3. Content

    4. Context

    5 .Authenticity

    6. Integrity

    7. Identity

    8. Record Management

    9. Series

    10. Retention

    11. Documents

    12. Data

    13. Filling system

    14. Retention Period

    15. Active records

    16. Inactive records

    17. Obsolete Records

    18. Filling
    II. Enumeration
    Functions of records Management (1-3)
    1. Make sure records capture is possible

    2. Ensure the provenance of the record

    3 Categorize the record

    Four Reasons why we dispose records (4-7)


    4. Save on space and equipment

    5. Streamlined access to information

    6. Safety (eg. fire hazard prevention etc.)

    7. Prevent unnecessary legal liabilities

    Benefits of Good Record Management (8-12)


    8. Smooth operation bof Agency/Office operations

    9. Consistent and equitable delivery of services

    10. Effective performance of Job task/duties

    11. Protects right of agency, employees, customers

    12. Legal compliance with federal , state, and local laws


    Disposition can take many forms: Give four (13-16)
    13. Burning

    14. Shredding

    15. Dumping

    16. Deleting ( electronic Records)

    Four Values why we retain records (17-20)


    17. Operating value

    18. Administrative value

    19. Fiscal Value

    20. Legal Value

    Characteristics of Records that adequately support an organization. (21-24)


    21.Content

    22.Context

    23. Integrity

    24. Authenticity

    25. Reliability

    III. Answer the ff. questions

    1. What are the roles of record management department head? Give two
    - ensure that data needed in form provided where properly filled up conduct hourly or frequency of data
    verification

    - make sure that data in the form are readable.

    2. What are the two roles of section lead?

    - properly filled up all needed in the form provided on real time.

    - all data in the form will be our input in analysis

    - properly correct the data if there are some erasures needed

    - make sure that data in the form are readable.

    - ensure that your records are signify by person prepared and your department head before submission.

    3. What are the roles of administrative staff

    - ensure that data needed in form provided

    where properly filled up prior to filing.

    - Check all reports that are needed to submitted

    after shift or before end of day. Make it a habit.

    - Make sure that data in the form are readable, if

    there were some questions in report ask the

    personnel who prepared.

    - File properly the records in their folder with label

    – coverage date, retention and disposal date

    4. What details should be labeled in the file folders. Give the five
    - Record title

    - QR code

    - Coverage date

    - Date of transfer to RR

    - Disposal date

    5. What are rhe sources of records and explain each?

    - Records created by the agency itself. These are records prepared by the agency for its own use and for
    its business transaction

    - Records received by the agency. These are records received from other agencies government on
    private.

    IV. Activity (5 points)


    Show an example of details labeled in a filing folder. For example you are going to file all your
    accomplishment
    Aldrin Joseph Veriña's Accomplishments July 2022
    QR-RMW-02-05 August 2022
    November 2024

    Aldrin Joseph Veriña's Accomplishments

    Record Code QR-RMW-02-05

    Filling system Chronological (Monthly)

    Active retention period One (1) Month

    Inactive retention period Two (2) years

    Active storage Area SC-WHSE-01-01

    Archive storage Area WC-RR-05 B

    Disposal method Recycle

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