Records, Documents and Vital/non-vital Records Flashcards
What is a document?
A document is a written or printed paper that provides information or evidence.
What are records?
Records are documents that provide evidence of activities, transactions, or decisions.
Define vital records.
Vital records are essential documents that are necessary for the continued existence and functioning of an organization or individual.
True or False: Non-vital records are essential for the operation of a business.
False
Give an example of a vital record.
Birth certificates, marriage licenses, and property deeds.
What is the purpose of maintaining records?
To provide evidence of actions, ensure compliance, and support decision-making.
Fill in the blank: Non-vital records can be disposed of _________.
when they are no longer needed.
What is the difference between vital and non-vital records?
Vital records are essential for operation, while non-vital records are not critical.
True or False: All documents qualify as records.
False
What are examples of non-vital records?
Meeting notes, drafts, and promotional materials.
What is the significance of preserving vital records?
They are crucial for legal, historical, and operational reasons.
Multiple choice: Which of the following is NOT a vital record? A) Passport B) Employee handbook C) Birth certificate
B) Employee handbook
What is a record retention policy?
A guideline that determines how long different types of records should be kept.
True or False: Vital records should be stored in secure locations.
True
What role do records play in compliance?
They provide documentation to demonstrate adherence to laws and regulations.
Fill in the blank: Vital records are often required for _________.
legal purposes.
What is an example of a situation where non-vital records may be useful?
For reference during project planning or analysis.
Multiple choice: Which is a common method for organizing records? A) Alphabetically B) Randomly C) By color
A) Alphabetically
What is the primary function of non-vital records?
To provide supplementary information that is not critical.
True or False: Digital records are not considered vital.
False
What is the impact of losing vital records?
It can lead to legal issues, loss of identity, and operational disruptions.
What is a common storage solution for vital records?
Fireproof and waterproof safe or secure cloud storage.
Fill in the blank: Records management involves the _________ of records throughout their lifecycle.
creation, maintenance, and disposal.
What types of records are typically archived?
Vital records and records with historical significance.
Multiple choice: Which of these is a characteristic of vital records? A) Temporary B) Permanent C) Optional
B) Permanent
What is the purpose of a records audit?
To assess the accuracy and completeness of records management practices.
True or False: Non-vital records can be easily recreated if lost.
True
What is an example of a vital record for a business?
Corporate bylaws or articles of incorporation.
Fill in the blank: Vital records are often protected by _________.
legal regulations.
What is the role of technology in records management?
To streamline the storage, retrieval, and archiving of records.
Multiple choice: Which of the following should be included in a records retention schedule? A) Personal preferences B) Legal requirements C) Social events
B) Legal requirements
What is a key reason to classify records as vital or non-vital?
To prioritize resources for their management and protection.
True or False: All records should be kept forever.
False
What is a common challenge in managing non-vital records?
Determining when to dispose of them.
Fill in the blank: Vital records often require _________ to ensure their integrity.
backup and recovery plans.
What is the benefit of digitizing records?
Improved accessibility and reduced physical storage needs.
Multiple choice: Which of the following is a vital record? A) Tax returns B) Draft reports C) Personal notes
A) Tax returns
What does the term ‘records lifecycle’ refer to?
The stages through which records pass from creation to disposal.
True or False: Non-vital records are typically not subjected to strict security measures.
True
What is an example of a document that can become a record?
A signed contract.
Fill in the blank: Vital records are critical during ________ situations.
emergency
