Deck 8: Numeric Records Management

Question 1

All cross-references are stored in the general alphabetic file in a consecutive numbering records system.

Answer 1

True

Question 2

One guide is usually provided for every 10 folders in a numeric arrangement.

Answer 2

True

Question 3

Duplex-numeric coding may be used in subject or geographic filing systems that contain major categories and subdivisions.

Answer 3

True

Question 4

A numeric storage system is often used to preserve confidentiality.

Question 5

In a terminal-digit number, the tertiary digits are on the right.

Question 6

Filers should check the alphabetic index to see whether a file code number or a G (for GENERAL)has been assigned before alphabetically sorting records that do not have preprinted numbers. ​

Question 7

The decimal-numeric coding system has eight general classes, or main divisions, and one general division for records too general for any of the eight main divisions.

Question 8

Expansion of a consecutively numbered arrangement occurs at the beginning of the file where the general alphabetic file should be placed as well.

Question 9

An accession log for numeric records may be stored in an electronic database.

Question 10

Main subjects are assigned a number and their subdivisions are arranged alphabetically in an alphanumeric coding system.

Question 11

In a middle-digit numeric filing system, the secondary (guide)number is in the middle group of digits.

Question 12

When entering a cross-reference name into an accession log database, enter the same number for the cross-reference as is assigned to the original record followed by the letters CR. ​

Question 13

Alphabetic guides and folders are not needed in a consecutive numbering system.

Question 14

Consecutive numeric is an indirect access storage method. ​

Question 15

Filers must first look in the accession log before they can retrieve a record stored in a numeric system.

Question 16

The record with the earliest or oldest date may be on top in a folder when using the chronologic method.

Question 17

In a consecutive numeric filing system, records carrying the lowest numbers are the oldest records, which makes transferring records to inactive storage very easy to do. ​

Question 18

The AutoNumber field type can be used to assign consecutive file number codes automatically when creating a database.

Question 19

In a numeric filing system, filers should use an accession log to avoid assigning the same number twice.

Question 20

In block-numeric coding, records are classified by subjects in units of 10 and coded for arrangement in numeric order.

Question 21

Which digits are the primary digits in middle-digit storage?

A)the first group of digits
B)the middle group of digits
C)the tertiary group of digits
D)the last or end digits

Question 22

In some offices that use terminal-digit numbering, the Primary number may indicate a drawer or shelf. ​

Question 23

When creating a database query for records coded for a middle-digit numbering system, the Primary set of numbers would be in the second field.

Question 24

Which of the following statements is a disadvantage of using consecutive numeric records storage?

A)Congestion occurs around the end of the file where new records are added.
B)Filers recognize number sequences better and faster than alphabetic sequences.
C)It is a direct access method.
D)The lowest numbers are the oldest records and are stored together.

Question 25

In some offices, a correspondent's name or a subject may be added to the folder label with the number code.

Question 26

Cross-references in a numeric records storage system are coded by ​

A)writing the cross-reference name or subject in the top right corner of the record.
B)writing an X in the margin and underlining the cross-reference name or subject with a wavy line.
C)circling the cross-reference name or subject.
D)assigning a number code to the cross-reference name or subject.

Question 27

Which numeric coding system is based on the assignment of number ranges to subjects?

A)alphanumeric
B)block-numeric
C)duplex-numeric
D)decimal-numeric

Question 28

Which of the following statements is an advantage of using consecutive numeric records storage? ​

A)Expansion is easy and unlimited.
B)All cross-references are in the general alphabetic name file or database.
C)Records are secure because correspondent names are not on guides, folder, or media.
D)All of the above

Question 29

Which of the following items is a component of the consecutive numbering method?

A)an accession log
B)a relative index
C)alphabetic guides that separate numbered folders
D)a master index

Question 30

Which of the following items are used when removing records from numeric records storage? ​

A)numeric guides, requisitions, and a charge-out log
B)alphabetic index, OUT indicators, and a charge-out log
C)requisitions, OUT indicators, and a charge-out log
D)accession log, requisitions, and OUT indicators

Question 31

The primary purpose of using an accession log is to

A)create an alphabetic file list.
B)avoid assigning the same number twice.
C)provide information for a database query.
D)have an alphabetic list of correspondents.

Question 32

A numeric records storage system database can be used for ​

A)an onscreen check of the assigned file code number for a correspondent or subject.
B)sorting data by name to create an alphabetic name index.
C)using the Find feature to go directly to a record.
D)All of the above

Question 33

Alphanumeric coding is a coding system that uses numbers or letters with two or more parts separated by a dash, space, or comma.

Question 34

Storage and retrieval procedures in a numeric records storage system include

A)inspecting.
B)number coding.
C)charging out.
D)All of the above

Question 35

Tickler files are a form of which method of records storage?

A)middle-digit
B)consecutive numbering
C)chronologic
D)alphanumeric

Question 36

Store records are coded G in the general alphabetic folders until they are assigned a number code.

Question 37

How does a filer code a document for a new correspondent or subject that does not have an assigned number?

A)Write the letter G in the upper right corner of the document and code the filing segment.
B)Underline the filing segment.
C)Write an X in the margin beside the name or subject.
D)Circle the filing segment.

Question 38

Which of the following records typically have preprinted numbers and do not need assigned numbers? ​

A)e-mail messages
B)faxed job applications
C)purchase orders
D)incoming correspondence

Question 39

Which of the following statements about the general alphabetic file is incorrect? ​

A)It holds records of correspondents who have not yet been assigned numbers.
B)It should be placed at the beginning of the numeric file.
C)It holds records of correspondents whose volume of correspondence is small.
D)The alphabetic index must be referenced before retrieving a record from the general alphabetic file.

Question 40

The numeric coding system often used in libraries is

A)block-numeric.
B)duplex-numeric.
C)alphanumeric.
D)decimal-numeric.