OA questions Flashcards
what is a paging device
a piece of electrical equipment used to contact a person using a micro phone connected to loudspeakers
what are examples of paging devices
horn speakers
door phones
intercom
list 4 types of paging devices
door intercom
smoke signal alarm
radio phones
telephone paging
what is information management
the application of a record management system to create or collect or store info in a systematic manner for preservation
categories of records
essential records - important info crucial to the development of the business and cannot be replaced if damaged
eg- tax record, certificates of coperation
valuable records- contains important information and can be replaced if damaged
eg- personal records, business plan
current records- contains specific info that helps with the smooth daily running of a business it can be replaced if destroyed
eg- receipts. transactions of the business
reference records- info about the business to which reference is made from time to time
eg- rules and regulations, first aid Mannuel
what is (Ims) info management system
any software that collects, stores, organize, and distribute information
Info management system process
data input- raw data recorded on paper or a computer
data processing- the raw data is processed into reuseable info manually
data usage- the info in the records is then used at administrative levels
data retention- documents that are released are destroyed if they have no further use.
data storage- files are placed in storage to keep them secured
data retrieval- stored records can be retrieved by authorized personnel
data distribution- the retrieved records are transmitted to the right persons for further actions and then returned to preservation
data preservation- preserving records for a specific period of time
data disposition- records that are not useful are destroyed
list 5 guidelines for good record management
-filing should be done daily
-no file overload
-filing should be arranged neatly
-papers should be arranged in date order
-filing cabinet should be lock
What are duties of the record management clerk
preparing documents
processing data
what are the different record systems
-alphabetical
-geographical
-subject categories
- numerical
-chronological
what is electronical filing
- allows filing on a computer which ca store and retrieve info faster than any equipment
what are procedures for preparing files
-inspecting; examine files
-indexing; finding the title under which documents will be found
-coding; marking the correct indexing order which the unit of the name should be written
-follow up and cross reference
-punching; putting holes in paper
-sorting
-storing
reasons for cross referencing
-the name of a firm changes
-a person name changes
-the document relates too more than one subject
why are charge out records used
-too keep track of file taken
-the name of person borrowing -date returned
-date removed
what are types of charge out systems
charge out cards
charge out cards
charge out sheets
File follow up system
this is used to monitor the progress of something or to trace a charge out file and ensure it is returned due
types of file follow up systems
- pending file
-tickler file - color coding file
- card indicators
procedures in dealing with inactive
- retention periods
- disposal of files
- archiving
- backing up to external storage media
what is legal stipulation
to protect the rights of humans and businesses
examples of legal stipulations
- the right to access info
- infringement of copy rights; its the legal term given to describe rights to creators for their work
- defamation; a false attack on someone good name
- libel; a term that describes visual defamation
breach of confidence; giving someone personal info out to public
