Ch. 6 Records Management
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label
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A device that contains the name of the subject or number given to the file folder contents is called a(n)
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mobile shelving
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A series of shelving units that move on tracks to allow access to files are called
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color accenting
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The consistent use of different colors for different supplies in a storage system is called
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guides
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are rigid dividers with projecting tabs used in files to identify sections and to facilitate reference to a particular record location
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folders
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containers used to hold stored records in an orderly manner are called
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color coding
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the use of different colors to divide the alphabet sections in a storage system is called
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bellows (expansion) folder
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A folder that has a top flap and sides with creases along its bottom and sides that allow it to expand like an accordion is called a(n)
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storage (filing) method
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A(n) is a systematic way of storing records according to an alphabetic, subject, numeric, geographic, or chronologic arrangement
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storage
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Placing records into a folder in a file drawer (or on a shelf) or electronically saving a record is called
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direct access
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Going directly to a file without referencing an index to find a record is called
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suspension hanging folder
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A(n) folder has built in hooks on each side that hang from rails on each side of a file drawer or other storage equipment
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tab
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A projection for a caption on a folder or guide that extends above the regular height or beyond the regular width of a folder or guide is a(n)
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vertical file cabinets
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Are conventional storage cabinets that are deeper than they are wide and have files arranged front to back
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follower block or compressor
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A(n) is a device at the back of a file drawer that can be moved to allow contraction or expansion of the drawer contents
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inspecting
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Is the first step in the storage procedures in which the record is checked for its readiness to be filed
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out folders
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Special folders that replace complete folders that have been removed from storage are
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lateral file cabinet
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A(n) is storage equipment that is wider than it is deep with records accessed from the side (horizontally)
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out indicator
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A control device that shows the location of borrowed records is a(n)
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out sheet
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A form that is inserted in place of a record removed from a folder is a(n)
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position
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The location of the tab across the top or down the side of a guide or folder is the
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release mark
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An agreed upon mark such as initials or a symbol placed on a record to show that the record is ready for storage is a(n)
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sorter
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A device used to arrange records into alphabetic or numberic categories and to hold records temporarily prior to storage is a(n)
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special (auxiliary) guide
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A divider used to lead the eye quickly to a specific place in the file is a(n)
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storage procedures
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Steps for the orderly arrangement of records as required by a specific storage method or records management system are know as
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sorting
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The act of arranging records in proper sequence to facilitate storage is
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general folders
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Contain records to and from correspondents with a small volume that does not require an individual folder
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individual folders
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contain records of correspondents with enough records to warrant a separate folder
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primary guide
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A(n) is a divider that identifies a main division of a file
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tickler file
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A date sequenced file by which matters pending are flagged for attention on the proper date is called a(n)
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caption
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Words on a label that identify the contents of a drawer, shelf, or folder are called a(n)
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False
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The number of paper documents is decreasing rapidly, and business will not need manual filing equipment and supplies five yeras from now
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false
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In an alphabetic correspondence file, an individual folder is prepared for each correspondent
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false
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Traditional vertical file cabinets are available in the four drawer size only
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true
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A primary guide is a divider that identifies a main division of a file and precedes all other material in a section
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true
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When choosing storage equipment, the type and volume of records to be stored and retrieval is one consideration
