RECORD MANAGEMENT

PRELIMINARY
Name: ___________________________________________Course:_____________ Date:___________ Score:______ ____/

I – IDENTIFICATION: Write only the letter of your answer on the space provided. Use Capital Letter only.

A. Transfer B. Special Records C. Records Series D. Legal Value

E. Administrative F. Access G. Active Records H. Administrative
Records value
I. Appraisal J. Disposal K. Archival Material L. Electronic Records
M. Personal Papers N. Preservation O. Recordkeeping P. Records Creation
Q. Files Custodian R. Files Custodian S. Final Disposition T. Inactive records
U. Fiscal Value V. Inventory W. Life Cycle Records X. Life Cycle of
Records

1. ____ It refers to the availability of, or the permission to consult, records.

2. ____ These are records necessary to conduct the current business of an office and therefore generally
maintained in office space and equipment. Also called CURRENT RECORDS.
3. ____ Records relating to budget, personnel, supply and similar housekeeping, or facilitative, functions
common to most agencies, in contrast to program records.
4. ____ It is the usefulness of records in conducting an agency’s current business. Includes fiscal value and legal
value, which are usually analyzed separately when records are evaluated for disposition.
5. ____ The provision of adequate facilities to protect, care for, or maintain records.
6. ____ The act or process of creating and maintaining records. Assumes the need for their proper disposition.
7. ____ The usefulness of records in documenting an agency's financial transactions and obligations.
8. ____ The process of determining the value and thus the final disposition of records, making them either
temporary or permanent.
9. ____ Include electronic, audiovisual, microform, cartographic and remote-sensing imagery, architectural and
engineering, printed, and card records.
10. ____ A document or record containing specific information about the project that may have historical
significance. Examples may include reports, studies, proposals, correspondence, etc…
11. ____ Records no longer required to conduct agency business and therefore ready for final disposition. Also
called NON-CURRENT RECORDS.
12. ____ The actions taken regarding temporary records after their retention periods expire and consisting usually
of destruction.
13. ____ Records stored in a form that only a computer can process. Also called machine-readable records or ADP
records.
14. ____ The individual responsible for the establishment, maintenance, and operation of file stations within their
organizational units. Also referred to as "recordkeeper."
15. ____ The first stage of the records life cycle in which records are made (or received) by an office.
16. ____ The end of the records life cycle in which temporary records are disposed of and permanent records are
transferred to archives.
17. ____ A survey of agency records and non-record materials that is conducted primarily to develop records
schedules and also to identify various records management problems, such as improper applications of
recordkeeping technology.
18. ____ The management concept that records pass through three stages: creation, maintenance and use, and
disposition.
19. ____ Documentary materials belonging to an individual that are not used to conduct agency business. Related
solely to an individual's own affairs or used exclusively for that individual's convenience.
20. ____ The act or process of moving records from one location to another.
II – Make a FLOW CHART of a Good Record Management.