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Information and Records Management > Records, Documents and Vital/non-vital Records > Flashcards

Records, Documents and Vital/non-vital Records Flashcards

1
Q

What is a document?

A

A document is a written or printed paper that provides information or evidence.

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2
Q

What are records?

A

Records are documents that provide evidence of activities, transactions, or decisions.

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3
Q

Define vital records.

A

Vital records are essential documents that are necessary for the continued existence and functioning of an organization or individual.

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4
Q

True or False: Non-vital records are essential for the operation of a business.

A

False

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5
Q

Give an example of a vital record.

A

Birth certificates, marriage licenses, and property deeds.

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6
Q

What is the purpose of maintaining records?

A

To provide evidence of actions, ensure compliance, and support decision-making.

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7
Q

Fill in the blank: Non-vital records can be disposed of _________.

A

when they are no longer needed.

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8
Q

What is the difference between vital and non-vital records?

A

Vital records are essential for operation, while non-vital records are not critical.

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9
Q

True or False: All documents qualify as records.

A

False

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10
Q

What are examples of non-vital records?

A

Meeting notes, drafts, and promotional materials.

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11
Q

What is the significance of preserving vital records?

A

They are crucial for legal, historical, and operational reasons.

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12
Q

Multiple choice: Which of the following is NOT a vital record? A) Passport B) Employee handbook C) Birth certificate

A

B) Employee handbook

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13
Q

What is a record retention policy?

A

A guideline that determines how long different types of records should be kept.

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14
Q

True or False: Vital records should be stored in secure locations.

A

True

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15
Q

What role do records play in compliance?

A

They provide documentation to demonstrate adherence to laws and regulations.

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16
Q

Fill in the blank: Vital records are often required for _________.

A

legal purposes.

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17
Q

What is an example of a situation where non-vital records may be useful?

A

For reference during project planning or analysis.

18
Q

Multiple choice: Which is a common method for organizing records? A) Alphabetically B) Randomly C) By color

A

A) Alphabetically

19
Q

What is the primary function of non-vital records?

A

To provide supplementary information that is not critical.

20
Q

True or False: Digital records are not considered vital.

A

False

21
Q

What is the impact of losing vital records?

A

It can lead to legal issues, loss of identity, and operational disruptions.

22
Q

What is a common storage solution for vital records?

A

Fireproof and waterproof safe or secure cloud storage.

23
Q

Fill in the blank: Records management involves the _________ of records throughout their lifecycle.

A

creation, maintenance, and disposal.

24
Q

What types of records are typically archived?

A

Vital records and records with historical significance.

25
Q

Multiple choice: Which of these is a characteristic of vital records? A) Temporary B) Permanent C) Optional

A

B) Permanent

26
Q

What is the purpose of a records audit?

A

To assess the accuracy and completeness of records management practices.

27
Q

True or False: Non-vital records can be easily recreated if lost.

A

True

28
Q

What is an example of a vital record for a business?

A

Corporate bylaws or articles of incorporation.

29
Q

Fill in the blank: Vital records are often protected by _________.

A

legal regulations.

30
Q

What is the role of technology in records management?

A

To streamline the storage, retrieval, and archiving of records.

31
Q

Multiple choice: Which of the following should be included in a records retention schedule? A) Personal preferences B) Legal requirements C) Social events

A

B) Legal requirements

32
Q

What is a key reason to classify records as vital or non-vital?

A

To prioritize resources for their management and protection.

33
Q

True or False: All records should be kept forever.

A

False

34
Q

What is a common challenge in managing non-vital records?

A

Determining when to dispose of them.

35
Q

Fill in the blank: Vital records often require _________ to ensure their integrity.

A

backup and recovery plans.

36
Q

What is the benefit of digitizing records?

A

Improved accessibility and reduced physical storage needs.

37
Q

Multiple choice: Which of the following is a vital record? A) Tax returns B) Draft reports C) Personal notes

A

A) Tax returns

38
Q

What does the term ‘records lifecycle’ refer to?

A

The stages through which records pass from creation to disposal.

39
Q

True or False: Non-vital records are typically not subjected to strict security measures.

A

True

40
Q

What is an example of a document that can become a record?

A

A signed contract.

41
Q

Fill in the blank: Vital records are critical during ________ situations.

A

emergency

Information and Records Management (1 decks)

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