Inactive Storage

Question 1

What is the distribution of record types?

Answer 1

30% semi-active
25% active
10% long-term
35% useless

Question 2

Why would an organizations use a record center? (5)

Answer 2

Reduces volume in office
Establishes control
Reduces cost of storage
Secure
Protected against natural disasters

Question 3

What are the four options for inactive record storage?

Answer 3

On-site company owned
Off-site company owned
Leased warehouse space
Commercial records center

Question 4

What are the facility considerations when choosing a records center? (5)

Answer 4

Construction
Cleanliness
Staff knowledge
Security
Location

Question 5

What are the access considerations when choosing a records center? (4)

Answer 5

Speed of retrieval
Delivery or pickup
On-site work area
indexing

Question 6

What are the admin considerations when choosing a record center? (4)

Answer 6

Reputation/Opinion
Insurance
Contract details
Costs/fees

Question 7

What is a records transfer?

Answer 7

Physical movement of records from one location to another

Question 8

What are the four ways transfers happen?

Answer 8

In a batch after inventory
Periodically
Max-Min based on retention
Perpetually

Question 9

What are the 8 tips for packing boxes?

Answer 9

Remove binders and bound material
Eliminate duplicates
No hanging folders
Preserve existing file arrangement
Don't stack folders
leave 1-3 inches of space
One retention period per box
Don't identify contents on boxes

Question 10

What are the four main storage arrangements?

Answer 10

In box order
In review/destruction date order
In file/document order
Random

Question 11

What is a locator file?

Answer 11

Special card or index that lists record contents and location

Question 12

What information is included on records request forms? (6)

Answer 12

Box number and location
File needed
Contact info
Length of time needed
Date of request
Delivery method

Question 13

What are the four types of disposition?

Answer 13

Physical Destruction
Transfer to archives
Transfer to another department
alienated to another organization

Question 14

Why might disposition be stopped? (4)

Answer 14

Litigation
Audit
Government Investigation
Organizational changes

Question 15

What should you consider when choosing a destruction method? (5)

Answer 15

How much
Type
Level of security
environmental issues
Who can do it

Question 16

What forms relate to disposition? (5)

Answer 16

Destruction request form
Destruction authorization form
Disposition certificate (transfer)
Certificate of Destruction 
Records destruction register