Exam 1 - Management Principles and the Records and Information Management Program Flashcards
The management function concerned with guiding the activities of employees in the appropriate direction is:
a. organizing
b. planning
c. influencing
d. controlling
e. producing
c. influencing
Who is known as the “father of scientific management”?
a. Frederick Taylor
b. Chester Bernard
c. Henry Gantt
d. Henri Fayol
e. Lillian Gilbreth
a. Frederick Taylor
A list of specific activities that must be performed to meet minimum expected requirements is a job _______.
a. specification
b. analysis
c. description
d. evaluation
e. log
c. description
The process of developing qualities in employees that will enable them to be more productive is:
a. recruitment
b. selection
c. testing
d. performance appraisal
e. training
e. training
_____ involves securing and allocating financial resources to accomplish program goals.
a. budgeting
b. planning
c. directing
d. investing
e. evaluating
a. budgeting
In _____ budgeting, all expenses must be justified for each new period.
a. financial control
b. resource
c. revenue
d. zero-based
e. fixed cost
d. zero-based
A bar graph with time on the horizontal axis and the resource to be scheduled on the vertical axis is a:
a. Gantt chart
b. budget
c. PERT chart
d. decision table
e. strategic plan
a. Gantt chart
____ is a firm’s intention, beyond its legal and economic obligation, to do the right thing for society.
a. Regulatory responsiveness
b. Social responsibility
c. Stockholder protection
d. Social engineering
e. Environmentalism
b. Social responsibility
A ____ helps an organization transform itself by focusing on organizational effectiveness, improvement, and development.
a. manager
b. ombudsman
c. financial liaison
d. change agent
e. project analyst
d. change agent
A ____ is a written declaration of an organization’s core purpose and focus.
a. vision
b. mission statement
c. strategic plan
d. logo
e. trademark
b. mission statement
The length of the payback period is necessary to calculate:
a. capital gains
b. internal rate of return
c. net present value
d. return on investment
e. external rate of return
d. return on investment
Ethical behavior in the business world is:
a. not related to a person’s religious convictions and personal philosophy
b. constant from employee to employee
c. the responsibility of rank and file employees rather than top management
d. rarely evident in larger corporations
e. often based upon a value system demonstrated by top management
e. often based upon a value system demonstrated by top management
A RIM orientation program for new employees should include:
a. how to process payroll
b. instructions on employee performance appraisals
c. procedures for the destruction of records
d. implementation of grievance procedures
e. how to conduct a records compliance audit
c. procedures for the destruction of records
In addition to conformity with records retention schedules, a RIM audit may consider:
a. staffing numbers
b. security of records
c. pay levels for employees
d. disciplinary procedures
e. job descriptions
b. security of records
\_\_\_ and acquisitions are commonly done to expand a company's reach, expand into new segments, or gain market share. a. Divestitures b. Trademarks C. Bankruptcies d. Mergers e. Spin-offs
d. Mergers
To counter change resisters, managers should:
a. request transfers for those unwilling to change
b. show how the change is working and reiterate why the old ways did not work
c. revert back to the original method until the loss is so great any change would be welcome
d. promise rewards to those who embrace the change
e. continuously report to senior leaders the ill effect of negativity in the workplace
b. show how the change is working and reiterate why the old ways did not work
ISO ____ recognizes the global importance of systematic recordkeeping and international applicability of records management principles.
a. 170557
b. 90143
c. 15489
d. 90002
e. 14337
c. 15489
___ are quantifiable measures used to track and assess the status of specific RIM activities.
a. Audits
b. Schedules
c. Certificates
d. Benchmarks
e. Metrics
e. Metrics
The basic concept of _______ is that work should be organized around outcomes and not tasks of functions.
a. reengineering
b. time-based competition
c. core competencies
d. quality circles
e. organizational architecture
a. reengineering
The sequence of events in a project that takes the longest time to complete is the:
a. constraint
b. backward pass
c. critical path
d. duration
e. noncritical path
c. critical path
The process of keeping the organization’s activities on track is:
a) planning
b) controlling
c) managing
d) delegating
e) organizing
b) controlling
_____ focuses on increasing employee loyalty to the company by providing a job for life with a strong focus on well-being of the employee.
a) McGregor’s Theory X and Y
b) Maslow’s Hierarchy of Needs Theory
c) Ouchi’s Theory Z
d) Herzberg’s Two-Factor Theory
e) Deming’s Quality Theory
c) Ouchi’s Theory Z
Organizational objectives:
a) impact capital expenses of the organization.
b) belong in a collaboration tool.
c) reflect the goals of the organization.
d) impede innovation.
e) foster creativity in the workplace.
c) reflect the goals of the organization
Authority is the:
a) reason good employees leave.
b) right to make decisions.
c) exercise of power.
d) equivalent of personal power.
e) responsibility of an assigned task.
c) exercise of power.
Cash flow refers to the _____ of cash receipts minus disbursements from a given asset or group of assets.
a) size
b) operation
c) opportunity costs
d) speed
e) time and amount
e) time and amount
The cost/benefit method comparing the investment of two projects against a third is the _____ method.
a) net present value
b) payback analysis
c) return on investment
d) cash flow
e) budget
c) return on investment
Quality is best described as:
a) running as efficiently as possible.
b) the amount of time for a complete cycle to occur.
c) the standard of something as measured against other things of a similar kind.
d) creating the best possible product.
e) the amount of effort it takes to complete a task.
c) the standard of something as measured against other things of a similar kind.
The performance appraisal process should include comparing the _____ to performance outcomes.
a) job posting
b) number of documents created
c) number of discipline notices
d) job description
e) wage analysis
d) job description
Incorporating suggestions of users as well as policy makers into revisions of the manual is part of the _____ of the RIM program.
a) audit
b) maintenance
c) editing
d) distribution
e) archiving
b) maintenance
Which of the following could make the advocacy case for a RIM program?
a) The number of desks with file drawers.
b) Having more paper records than digital records.
c) Inability for IT to close helpdesk tickets.
d) Crises and disasters.
e) Downsizing trends.
d) Crises and disasters
A _____ is the tool used to evaluate the work of employees performing the same task under the same working conditions.
a) job assessment
b) job description
c) turnaround standard
d) efficiency standard
e) quantity standard
e) quantity standard
An objective of a RIM manual is to:
a) eliminate the need for users to ask for assistance.
b) automate record retention schedule development.
c) analyze the cost-benefits of RIM.
d) supplement on-the-job training for employees.
e) reduce the number of RIM staff.
d) supplement on-the-job training for employees
_____ results when the direct costs of producing a product are subtracted from the net revenues received from the sale of the product.
a) Net income
b) Operating profit
c) Cash flow
d) Gross profit margin
e) The liquidity ratio
d) Gross profit margin
One of the first steps in driving change in a positive direction is:
a) ignoring negative attitudes.
b) removing all negative influences.
c) assessing work load through staff member comments.
d) establishing a sense of urgency.
e) conducting benchmark studies.
d) establishing a sense of urgency
Managers should design flexible structure for their organization when its:
a) workforce is highly skilled.
b) environment is stable.
c) strategy is simple.
d) strategy is well understood.
e) technology is simple.
a) workforce is highly skilled
A business that is structured to consist of activities such as coordination, supervision and task allocation has a _____ structure.
a) divisional
b) bureaucratic
c) pre-bureaucratic
d) project Matrix
e) functional organizational
e) functional organization
A/an _____ strategy is one which a human resources department will systematically search the employee pool outside its own employees to fill positions.
a) Consultant
b) Internal recruitment
c) External recruitment
d) Temporary help
e) Contractor
c) External recruitment
_____ is the process managers engage in to develop a pool of qualified candidates for open positions.
a) Downsizing
b) Outsourcing
c) Hiring
d) Recruitment
e) Selection
d) Recruitment
Managers exercise_____ authority over their immediate subordinates.
a) line
b) lateral
c) functional
d) advisory
e) matrix
a) line
The theory of total quality management was developed by:
a) Robert Watern.
b) Abraham Maslow.
c) Frederick Taylor.
d) William Deming.
e) Douglas MacGregor
d) William Deming
According to Theory X:
a) employees can be ambitious, self-motivated and exercise self-control.
b) employees enjoy their mental and physical work duties and for them, work is as natural as play.
c) leaders develop unique relationships with different subordinates and that the quality of these relationships is a determinant of how each subordinate will be treated.
d) individuals are inherently lazy and unhappy with their jobs.
e) the manager promotes the optimum workplace through morality, creativity, spontaneity, problem solving.
d) individuals are inherently lazy and unhappy with their jobs
A business that is structured to consist of activities such as coordination, supervision and task allocation has a _____ structure.
a) divisional
b) bureaucratic
c) pre-bureaucratic
d) project Matrix
e) functional organizational
e) functional organization
A method of evaluating an employee’s performance that is done on the basis of individual accomplishment without comparisons is:
a) 360 degree appraisal
b) Management by objective
c) Psychological appraisals
d) Critical-incident techniques
e) Behavioral checklist
b) management by objective
Work which does not easily lend itself to time measurement standards is:
a) Work performed in a repetitive manner using a standard method.
b) Processing a check through a check writer.
c) Scanning documents.
d) Work involving research, planning and managing.
e) Work containing elements that are countable.
d) work involving research, planning and managing
When RIM managers determine how effectively the program is accomplishing its goals, they are _____ the program.
a) planning
b) organizing
c) demonstrating
d) controlling
e) Building
c) demonstrating
One of the most effective decision-making strategies is to:
a) only focus on life changing events.
b) stay in line with the most popular choices.
c) keep your eye on the goal.
d) obtain consensus from senior leaders.
e) develop a problem that needs to be repaired.
c) keep your eye on the goal
Satisfiers and dissatisfiers are factors that influence work behavior. An example of a satisfier is:
a) a company policy that frustrates employees.
b) bureaucracy considered to be a barrier to getting a job completed.
c) the opportunity for personal development.
d) working conditions considered unsuitable.
e) staff feeling they are not valued.
c) the opportunity for personal development
_____ is the two-factor concept it states there are certain things in the workplace that cause job satisfaction while a separate set of components cause dissatisfaction, all of which act independently of each other.
a) Hierarchy of Needs
b) The Motivation Hygiene theory
c) Theory Z
d) Management by Objective
e) Quality Trilogy
b) the motivation hygiene theory
The _____ is described as when the authority flows down the chain of command from the top level to the first or lowest level in the organization:
a) departmentalization
b) contingency approach
c) matrix organization
d) scalar principle
e) prescriptive model
d) scalar principle
A prime focus of a Records Management Advisory Committee is to:
a) perform the legal research for record retention.
b) develop RIM training programs.
c) serve as an information gatekeeper for a specific department.
d) be the management authority over the RIM Manager.
e) review and update policies and procedures.
e) review and update policies and procedures
Usually, a corporate organizational structure will consist of shareholders, directors, managers and:
a) employees.
b) custodians.
c) trustees.
d) architects.
e) engineers.
a) employees
Professional ethics encompass the personal and corporate standards of behavior:
a) mandated by law.
b) and is reviewed by a specific regulatory agency.
c) that is outlined in a global standard operating procedure.
d) expected by professionals.
e) not including integrity.
d) expected by professionals
A(n) ________ is an official who is charged with representing the interests of the public by investigating and addressing complaints of maladministration or a violation of rights.
a) politician
b) ombudsman
c) city clerk
d) board trustee
e) county supervisor
b) ombudsman
A written narrative that describes the general tasks, or other related duties, and responsibilities of a position is a:
a) resume
b) work instruction
c) job description
d) performance review
e) job inventory
c) job description
______ is a group discussion to produce ideas or solve problems.
a) Mentoring
b) Case study
c) Brainstorming
d) Feedback
e) Role playing.
c) Brainstorming
A detailed projection of all estimated income and expenses based on forecasted sales revenue is the:
a) operating budget.
b) balance sheet.
c) expense budget.
d) revenue budget.
e) expense sheet.
a) operating budget
A(n) ________ cost is a corporate expense that changes in proportion to production output.
a) fixed
b) variable
c) incremental
d) indirect
e) value-adding
b) variable
_______ is a budgeting procedure that companies and government agencies use to assess the potential profitability of a long-term investment.
a) Expense budget approach
b) Financial development
c) Capital investment analysis
d) Cost-benefit analysis
e) Break-even
c) Capital investment analysis
A policy that taxes foreign products to encourage or safeguard domestic industry is a:
a) mercantilism
b) tariff
c) ethnocentricity
d) merging of regulations
e) taxation by jurisdiction
b) tariff
Once a new system has been successfully tested, the system is moved to the \_\_\_\_\_\_\_\_\_\_ phase. a) staging b) production c) development d) backup e) recovery
b) production
The term records management describes a professional management discipline that originally only managed:
a) boxes
b) microfilm
c) physical records
d) structured information
e) datasets
c) physical records
________ is a strategic approach to maximizing the value while mitigating the risks associated with creating, using, and sharing enterprise information.
a) Risk Management
b) Information Governance (IG)
c) Cybersecurity
d) Information Management
e) Quality Management
b) Information Governance (IG)
The role of the middle-manager:
a) is largely consumed by administrative responsibilities.
b) appear at the highest level of the traditional organizational structure.
c) is to develop organization objectives.
d) provides direct supervision to lower level employees.
e) is to implement company strategy in the most efficient way.
e) is to implement company strategy in the most efficient way
Data governance is primarily concerned with policies and strategies that address the creation and use of granular data as inputs into a system. Information Governance is more concerned with the:
a) lifecycle management of data and information, including its use, protection, and preservation.
b) the purchase of quality products for competitive prices.
c) monitoring and analyzing data that produces financial reports or statements.
d) the development and success of modern businesses.
e) discipline of providing a productive and motivating working environment.
a) lifecycle management of data and information, including its use, protection, and preservation.
Goals are desired outcomes or targets. _____ are documents that outline how goals are going to be met.
a) Contracts
b) Strategies
c) Programs
d) Plans
e) Commitments
d) Plans
Performing a _____ can help determine if a project is legally and technically viable as well as economically justifiable.
a) feasibility study
b) project scorecard
c) webinar
d) time study
e) chronological order of events
a) feasibility study
The line of authority from the top level to the lowest level in the organization represents the:
a) scalar chain
b) Hawthorne matrix
c) unity of direction
d) behavioral approach
e) Peter Principle
a) scalar chain
____ is a group discussion to produce ideas or solve problems.
a) Mentoring
b) Case study
c) Quality circle
d) Feedback
e) Role playing
c) Quality circle
_____ managers are typically responsible for translating the goals set by top managers into specific details for lower-level employees.
a) Millennial
b) Profit
c) Linear
d) Organizational
e) Middle
e) Middle
A(n) _____ ratio is a measure of how many of the requested documents were actually found.
a) activity
b) validity
c) financial
d) accuracy
e) access
d) accuracy
Business ________ leverages software and services to transform data into actionable insights that inform an organization’s strategic and tactical business decisions.
a) intelligence
b) mapping
c) resumption
d) guidelines
e) governance
a) intelligence
ISO 15489 contains five major areas in which an organization could be evaluated during an audit, including: records and records systems; policies and responsibilities; records controls; processes for creating, capturing and managing records; and:
a) reporting
b) destruction methods
c) regulatory environment
d) appraisal
e) risk analysis
d) appraisal
_____ is a narrow focus in which managers see things only through their own eyes and from their own perspectives.
a) Parochialism
b) Franchising
c) Syndicalism
d) Transformation
e) Skepticism
a) Parochialism
____ ratios measure an organization’s ability to meet its current debt obligations.
a) Zero-based
b) Contingency
c) Liquidity
d) Profitability
e) Leverage
c) Liquidity
A _______ is a specific type of strategic alliance in which the partners agree to form a separate, independent organization for some business purpose.
a) merger
b) spin-out
c) divestiture
d) joint venture
e) capital expenditure
d) joint venture
______ outsourcing involves purchasing materials or services from around the world wherever it is the cheapest.
a) Export
b) Import
c) Alliance
d) Subsidized
e) Global
e) Global
For effective unified governance, an information governance strategy must include a(n) _______ strategy.
a) best practices
b) technology
c) legislative
d) assessment
e) implementation
b) technology
Business process mapping is a way to visualize what a business does by considering roles, _____, and standards.
a) reputations
b) responsibilities
c) guides
d) information
e) systems
b) responsibilities
_____ power is a manager’s ability to build a power base and establish the right connections.
a) Referent
b) Expert
c) Coercive
d) Reward
e) Social
a) Referent
A(n) ________ appraisal seeks employee performance feedback from bosses, peers, team members, and customers.
a) critical incident
b) multi-person
c) 360-degree
d) graphic rating
e) discipline
c) 360-degree
A(n) _______ is a formal document that states an organization’s primary values and the rules it expects employees to follow.
a) globalization standard
b) industry standard
c) point of order
d) code of ethics
e) ethical boundary
d) code of ethics
A structure in which each employee reports to only one manager is:
a) line of authority
b) span of control
c) unity of command
d) formalization
e) matrix authority
c) unity of command
The assumption that employees are creative, enjoy work, seek responsibility, and can exercise self-direction is:
a) Theory X
b) Theory Y
c) Theory Z
d) Theory 360
e) Total quality management
b) Theory Y
Management by objectives (MBO) is a term popularized by:
a) James Hawthorne
b) Horace Drury
c) Frederick Herzberg
d) Edward Deming
e) Peter Drucker
e) Peter Drucker
______ developed Theory X and Theory Y assumptions, which relate to a manager’s beliefs about an employee’s motivation to work.
a) Hugo Munsterberg
b) Douglas McGregor
c) Henri Fayol
d) Max Weber
e) Frederick W. Taylor
b) Douglas McGregor
An effective and comprehensive RIM policy provides a road map for determining what key areas to:
a) abolish
b) merge
c) audit
d) consolidate
e) improve
c) audit
