Chapter 6 Questions

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Northeast Wisconsin Technical College *

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10106154

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Mechanical Engineering

Date

Jan 9, 2024

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docx

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Q1: Compare and contrast the terms storage, filing, storage method, and records management. Answer: Records are able to be stored according to a few different storage methods such as alphabetical, chronological, etc. Filing refers to the action of placing a document in a storage location, records management refers to the organization and management of individual files and, storage is described as using certain storage methods to complete the filing of record. Q2: List and briefly describe four kinds of commonly used storage equipment for physical records. List Describe 1 Vertical Filing Cabinets A deep file cabinet containing folders in file drawers usually going from front to back. 2 Lateral filing cabinets A wide file cabinet where records are accessed from the side (horizontally). Records are arranged front to back or side to side. 3 Shelf files Open shelving equipment where records are accessed horizontally from the open side. 4 Mobile shelving Rotates shelves in the unit around a central hub to bring files to the operator. Q3: List and briefly describe five important supplies used in records storage. List Describe 1 Guide Rigid divider used to identify a section in a file and reference to another record location 2 folders Containers used to hold and protect records within a file. 3 compressor A device at the back of a file drawer that can be moved to allow contraction or expansion of the drawer contents 4 OUT indicator A control device that shows the location of borrowed records 5 Container labels Clearly, briefly worded representation of contents within the labeled container Q4: Why is the straight-line arrangement of tabs on folders and guides easier to use than the staggered arrangement? Answer: Reading the labels in a straight line is much easier for the person filing than to look back and forth to read the labels. Q5: What five criteria should be considered when choosing storage equipment and supplies? Answer:  Type and volume of records to be stored and retrieved.  Degree of required protection of records.  Efficiency and ease of use of equipment and systems.  Space considerations.  Cost.

Q6: Discuss the advantages and disadvantages of the alphabetic storage method. Advantages - Direct access. - Storage is easy if procedures are followed. - Misfiles are easily checked by examining alphabetic sequence. Disadvantages - Misfiling happens more often if rules are not established. - Similar names can cause confusion. - Filing under the wrong name can result in lost files. Q7: What types of information should be gathered before selecting and designing an alphabetic storage system? Answer: - Total volume of records to be stored. - The expected activity in the files – an estimate of how many times the records may be requested. - number of records in each alphabetic section. - efficiency of filing personnel. - time and resources available for training. - length of time that records are to be kept. Q8: Explain how color can be used in physical records storage. Answer: Color coding is using color as an identifying aid in a filing system to divide the alphabetic sections in the storage system. Color coding improves retrieval times, eliminates misfiles, and reduces the risk of lost files. Q9: List and briefly describe (in order) the six steps required to store a record properly. List Describe 1 Inspect Check to determine if it's ready to be filed 2 Index The mental process of selecting the correct filing segment (name) 3 Code Assigning a code (class, identification) to a record prior to filing it 4 Cross-Reference A reference to the storage location of another similar file 5 Sort Arranging records in a specific sequence 6 Store Placing records into storage containers

Q10: What kinds of release marks might you find on records ready to be stored? Answer: - Initials. - A code. - Check mark. - Punched symbol. - Stamped notion. Q11: List at least five procedures to try to locate a “lost” or a “misfiled” record. Answer: - Look in the folders immediately in front of and behind the correct folder. - Look between folders and under all folders in the drawer or shelf. - Look completely through the correct folder. - Check for transposition of names and alternate spellings. - Look in a related subject if the subject filing method is used. Q12: What is a tickler file and how is one arranged? Answer: A tickler file is a date sequenced file by which matters pending are flagged for attention on the proper date.

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