Term 1

Question 1

Define:

•Paging Device

Answer 1

A paging device is a piece of electrical equipment used to contact a person, using a microphone connected to loud speakers

Question 2

Define the following paging device:

•Public Address System

Answer 2

Public Address System consists of a microphone, an amplifier or one or more horn speakers

Question 3

Define the following paging device:

•Intercommunication System

Answer 3

Intercommunication system consists of buttons, microphones, and a circuit receiver connected to eachother in different stations

Question 4

Define the following paging device:

•Two-Way Radio

Answer 4

Two way radio is a paging device used in vehicles by taxi drivers, news reporters, and utility workers to communicate with each other or the office

Question 5

Define the following paging device:

•Radiophones

Answer 5

Radiophones is a paging device used in transports like ships, to communicate with other persons or the office

Question 6

Define the following paging device:

•Smoke or Siren Alarm

Answer 6

Smoke or siren signal alarm is a paging device used at workplaces to active an auditory alarm warning, to those concern to take a specific action

Question 7

Define the following paging device:

•Light Signal

Answer 7

Light signal is a paging device with a switch or button that is connected to doorbells, numbers or signs

Question 8

Define the following paging device :

•Telephone Paging

Answer 8

Telephone paging is a paging device with several telephones connected to the main telephone line by extension wires

Question 9

List Seven(7) Paging devices

Answer 9

1) Intercommunication System
2) Smoke or Siren Signal System
3) Public Address System
4) Radiophones
5) Two-way Radio
6) Light Signal
7) Telephone paging

Question 10

Define “Information Management”

Answer 10

Information Management is the application of a record management system, to create or collect and store information in a systematic manner

Question 11

Define:

•Essential Records

Answer 11

Essential records are records which contains vital information crucial to the development of the business and cannot be replaced if damaged

Question 12

Define:

•Valuable Records

Answer 12

Valuable Records are records containing important information and can be replaced if damaged.

Question 13

Define:

•Current Records

Answer 13

Current Records are records containing specific information that helps with the smooth daily running of a business

Question 14

Define:

•Reference Records

Answer 14

Reference Records are records containing information about the business to which reference is made from time to time

Question 15

What are the four categories of records?

Answer 15

1) Essential Records
2) Valuable Records
3) Current Records
4) Reference Records

Question 16

List Three examples of Essential Records

Answer 16

1) Tax Records
2) Deeds
3) Certificate of Incorporation

Question 17

List Two examples of Current Records

Answer 17

1) Receipts
2) Customers Information

Question 18

Give Three examples of Valuable Records

Answer 18

1) Contracts
2) Personal Records
3) Policies of the business

Question 19

Give Three examples of reference records

Answer 19

1) Rules and Regulations
2) First Aid Manual
3) Procedures for carrying out a task

Question 20

Define “Information Management System”

Answer 20

Information Management System is any software that collects, processes, stores, organizes and distributes information

Question 21

How many Characteristics of Information Management System are there?

Answer 21

Nine (9)

Question 22

What is the first and last characteristic of IMS

Answer 22

1) Data input
9) Data Disposition

Question 23

List the characteristics of IMS in correct order

Answer 23

1) Data input
2)Data processing
3) Data usage
4) Data retention
5) Data storing
6) Data retrieval
7) Data distribution
8) Data preservation
9) Data disposition

Question 24

What does IMS stand for?

Answer 24

Information Management System

Question 25

Explain the following characteristic of IMS:

•Data Input

Answer 25

Data input is raw data recorded on paper or entered on a computer

Question 26

Explain the following characteristics of IMS:

•Data Processing

Answer 26

Data processing is where the raw data is process into usable information manually or by using a computer

Question 27

Explain the following characteristics of IMS:

•Data Usage

Answer 27

Data usage is where the information in the records is then used at administrative and department levels

Question 28

Explain the following characteristics of IMS:

•Data Retention

Answer 28

Data Retention is where the documents which were released are destroyed if they are of no future use.

Question 29

Explain the following characteristics of IMS:

•Data storing

Answer 29

Data Storing is where files are placed in a storage facility from unauthorized access, removal, duplication or destruction

Question 30

Explain the following characteristics of IMS:

•Data Retrieval

Answer 30

Data Retrieval is where stored records can be retrieved by authorized persons through request

Question 31

Explain the following characteristics of IMS:

•Data distribution

Answer 31

Data Distribution is where the retrieved records are transmitted to the appropriate persons for further actions

Question 32

Explain the following characteristics of IMS:

•Data Preservation

Answer 32

Data Preservation is where the records are preserved for a length of time

Question 33

Explain the following characteristics of IMS:

•Data Disposition

Answer 33

Data Disposition is where records that are not useful are destroyed.

Question 34

List four(4) reasons for preserving records

Answer 34

1) It becomes proof/evidence if the business is being accused, questioned or challenged.

2) It shows the business performance overtime.

3) If staff needs them , they can be easily accessed.

4)Preserving records keeps confidential information safe.

Question 35

List Three(3) things that could happen if records are not preserved in a systematic way

Answer 35

1) The records could be lost or misplaced.

2) Confidential information within the business could be put to the wrong people or public.

3) The information within the records might not be accurate.