Deck 9: Geographic Records Management

Question 1

For numeric geographic files, the alphabetic index includes an entry for each identification number assigned to each file. ​

Answer 1

True

Question 2

Some businesses use geographic filing systems to track the maintenance of buildings, grounds, and equipment through facility management. ​

Answer 2

True

Question 3

An advantage of the geographic method is that establishing a geographic arrangement for a records storage system that requires many subdivisions can be done in about the same amount of time as establishing an alphabetic name or subject file. ​

Answer 3

False

Question 4

Storing and retrieving records filed geographically is typically less time consuming than in an alphabetic name or subject file. ​

Question 5

Geographic storage lacks flexibility for expansion because records are difficult to arrange. ​

Question 6

When using a geographic alphabetic index stored in a database, users must first look up the name on a printed list before it can be accessed on the computer screen. ​

Question 7

An advantage of the geographic storage method is that groups of records filed geographically can be shifted as easily as moving an entire group from one file location to another. ​

Question 8

In a geographic storage system, cross-references may be needed for names of organizations having more than one address. ​

Question 9

If an alphabetic index is prepared with database software and names are kept up to date, queries can be created to view or print an updated alphabetic or master index, but an individual record cannot be viewed or printed. ​

Question 10

The geographic arrangement can be as simple as a file of city streets or countries of the world. ​

Question 11

To maintain a geographically organized file of technical studies conducted by geologists, the compass term is treated as an adjective and placed after the name. ​

Question 12

City guides are in second position in the location name guide plan, and the state name is also on the tab. ​

Question 13

In an encyclopedic arrangement of records stored in a location name guide plan, each secondary guide is accompanied by a corresponding general alphabetic city folder, which is placed at the end of that alphabetic section.

Question 14

Assigned file codes are included in an alphabetic index for records stored in a numbered geographic file. ​

Question 15

Scientific institutions that conduct research and house the results of the research may use geographic storage for records as well as specimens collected in the field. ​

Question 16

Supplies used in geographic storage are different from the supplies used in other storage methods. ​

Question 17

A geographic filing system can be used for compiling statistics relative to the locations. ​

Question 18

Geographic records management is a method of storing and retrieving records arranged by geographic location using alphabetic or numeric order. ​

Question 19

When filing records with compass points, each word or unit in a filing segment containing compass terms is considered a separate filing unit. ​

Question 20

An accession log is not used for any geographic filing systems. ​

Question 23

When a foreign country name is translated into its English equivalent for coding, a cross-reference is required to ​

A)an encyclopedia entry for the foreign country.
B)the country name in the native language.
C)a foreign language/English translation dictionary.
D)a phonetic spelling of the foreign country name.

Question 24

What captions are appropriate for the first position primary guides in a location name guide plan for geographic filing? ​

A)state names or country names
B)letters A through Z
C)compass point terms
D)correspondents' names

Question 25

What type of information should be included in an alphabetic index for a geographic arrangement? ​

A)all filing segments in the filing system
B)correspondents' names and full addresses
C)assigned numbers if the records are stored in a numeric file
D)Both b and c

Question 26

What is the purpose of a numeric file list in a geographic arrangement? ​

A)to show a serial list of assigned numbers
B)to determine the next number available for assignment
C)to show a list of subject titles in the geographic arrangement
D)Both a and b

Question 27

When is the alphabetic index consulted to see whether the correspondent's name is currently in the storage system?

A)after cross-referencing a document for the correspondent
B)before inspecting a document for the correspondent
C)after coding a document for the correspondent
D)after indexing a document for the correspondent

Question 28

A cross-reference(s)may be needed in a geographic storage system for ​

A)a name of an organization that has more than one address.
B)an organization located at one address and doing business under other names at other locations.
C)the native name of a translated country name.
D)All of the above

Question 31

Which of the following steps is not involved in retrieving a record from geographic storage?

A)following up to ensure that the record is returned to storage
B)completing charge-out documentation for the record
C)verifying the code on the record
D)checking the alphabetic or numeric index to determine the location of the record

Question 32

Which indexing unit(s)is coded first on a letter for geographic storage? ​

A)the correspondent's location
B)the correspondent's name
C)the street name
D)the house or building number

Question 33

In a geographic file arranged by country and then city in a location name guide plan, where would you file a letter from a company that does not have an individual folder for the correspondent or a city folder in the file? ​

A)in a newly prepared special city folder
B)in a general state folder
C)in an alphabetic name file
D)in a newly prepared individual folder

Question 34

Which of the following steps are in the correct order for storing records in a geographic file? ​

A)code, sort, cross-reference, inspect, index, and store
B)inspect, index, code, cross-reference, sort, and store
C)index, cross-reference, sort, code, store, and inspect
D)inspect, code, index, cross-reference, sort, and store

Question 35

In which of the following geographic storage arrangements are records arranged from A to Z? ​

A)numbered guide plan
B)encyclopedic arrangement
C)dictionary arrangement
D)location name guide plan

Question 36

Which geographic guide plan has location names on primary guides? ​

A)location name guide plan
B)lettered guide plan
C)dictionary arrangement guide plan
D)Both a and c

Question 37

A geographic encyclopedic arrangement uses

A)an A to Z plan.
B)a lettered guide plan or a dictionary guide plan.
C)a location name guide plan or a dictionary guide plan.
D)a lettered guide plan or a location name guide plan.

Question 38

In a geographic storage arrangement that uses A-Z as the primary guides and countries as subdivisions, records are stored using ​

A)a location name guide plan.
B)a numeric records storage system.
C)an encyclopedic arrangement.
D)a lettered guide plan.

Question 40

What is a good location to keep a printed copy of a master index for quick reference? ​

A)in an index folder
B)on the last shelf in a shelf storage system
C)in the front of the file drawer
D)None of the above