TECHNOLOGY AND OFFICE PROCEDURES

Assignment - Records Management

Short Answer Questions (34 marks)

Define records information management. (2 marks)

Records information management can be defined as the systematic control of records

from the creation of the record to its final disposition

It is a logical and practical approach to the creation, maintenance, use and disposition
of records and to the information that those records control

What are the stages of the document management system? (8 marks)

Creation Review, Approval

Version Control

Security/Access Control

Searching Indexing Capability

Supports Multiple File Type

Alert Notification

Backup/Recovery

Reports/Metrics

What are three advantages of electronic filing? (3 marks)

Three advantages of electronic filing are:

 Reduction in the need for paper/avoidance of unnecessary printing,

 Quick access to information
 It saves a lot of physical space.

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What does it mean when an indexing rule indicates ‘nothing comes before something’?
Provide an example. (1 marks)

Wilson S would come before Wilson Samuel because nothing (no additional letters or
indicators) would come before something (a full name, initial or other indicator)

What are four drawbacks of electronic filing? (4 marks)

Four drawbacks of electronic filing are:

 Multiple people can make changes to a document

 People can make multiple copies of documents and save it elsewhere or
release it unethically
 Improper labeling of a document can become time consuming when trying to
retrieve it later
 Takes up more electronic storage

Name and describe the four categories of Records Retention. (8 marks)

These documents are critical and must be kept. They

Vital records include incorporation, patents, copyrights, charters, deeds,
constitutions, bylaws, audited financial statements

These are essential for organized business practices and

time consuming to replace. Examples would be bank
Important records
statements, inventories, operating records, bids, business
projects.

These are useful records to keep copies of. Examples are

Useful records
letters, reports, memos,

Nonessential These have little to no value to the future of the

records organization such as voicemails and phone messages

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Name two of the Acts that relate to records information management and identify two
of the rules. (4 marks)

 The Privacy Act - only applies to federal government institutions; Individual’s

right to access and correct personal information the Government of Canada
holds about them

 Freedom of Information and Protection of Privacy Act (FIPPA) - Provide the

public with a right of access to information, subject to limited exemptions;
protect the privacy of individuals with respect to their personal information held
by the institution

Explain what cross-referencing is used for and what steps you need to take to manage
a cross-referenced file. (2 marks)

Cross referencing is what should be done when a file could be requested by an

alternate name.

The original document is indexed and coded; the alternate is underlined in the
document and an x or x-ref is placed in the margin.

Photocopy is made and is stored under the alternate name with notice regarding the
location of the original file

Explain why it is critical to regularly back-up your business documents. (2 marks)

 To ensure there is a secondary record in case of damage/loss/theft etc. to the

original record

 Archive all critical business data to ensure that you always have access to an
important record if needed

 Ensure off-site data backups in case of an emergency (computers crash, fire in

the building, etc.) so that records can not be lost or damaged