Inactive Files

Question 1

What are In-active files?

Answer 1

Files that are no longer in use or are rarely used.

Question 2

What are active files?

Answer 2

These are files referred to at least 4 times a month.

Question 3

What are semi-active files?

Answer 3

Files that are not used frequently.

Question 4

What are the steps in making a file in-active?

Answer 4

1-file is in storage on a permanent basis.

2-observation reveals there is no demand for the file

3-file is transferred to semi-active section

4-the monitoring process continues

5-if there is still no demand for the file, it is moved to the in-active storage facility.

6-in there, it may be divided if the file will be retained or destroyed.

Question 5

What are the procedures for dealing with in-active files?

Answer 5

-retention period
-disposal of files
-archiving
-backing up to external storage media

Question 6

What is retention periods?

Answer 6

The usage of files are monitored based on the frequency of requests for its use and if the contents continue to receive attention within the organization.

Question 7

What is disposal of files?

Answer 7

When in-active files will no longer be used, management may decide that they can be destroyed.

Question 8

What is archiving of files?

Answer 8

Sometimes the information on in-active files may be required at some time in the future and they should not be destroyed. These documents are achieved.

Question 9

What is backing up to external storage media?

Answer 9

Some records can be stored electronically, on computers, like hard-drives, flash-drives, memory cards and the cloud.