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Unit 3 Test: Chapters 8, 9, & 10: Records Management
Terms in this set (20)
The record with the earliest or oldest date may be on top in a folder when using the chronologic method.
One advantage of filing by subject is that experienced filers are required.
One guide is usually provided for every ten folders in a numeric arrangement.
The primary purpose of using an accession log is to
avoid assigning the same number twice.
Subject filing is recommended when the range of topics is broad and the volume of records is large.
Long subject titles may be changed to codes or abbreviated.
Only one person in an office should be responsible for selecting subject titles.
OUT indicators are not needed when storing records by subject titles.
Subject filing is the most expensive storage method because experienced filers are required.
Which of the following is an advantage of using consecutive numeric records storage?
Expansion is easy and unlimited, All cross-references are in the general alphabetic name file or database, and Records are secure because correspondent names are not on guides, folder, or media.
In some offices, a correspondent's name or a subject may be added to the folder label with the number code.
A numeric storage system is often used to preserve confidentiality.
In a numeric filing system, filters should use an accession log to avoid assigning the same number twice.
When preparing a letter to be filed in a subject file, write the subject title
at the top right corner of the letter.
Which of the following records typically have preprinted numbers and do not need assigned numbers?
A master index may also be called a
A disadvantage of filing by subject is that main subject titles and subdivision titles may overlap.
An accession log for numeric records may be stored in an electronic database.
Which of the following is a component of the consecutive numbering method?
An accession log.
The numeric coding system often used in libraries is
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