Managing Current Records – Registry, Mail & File Management

30 fill-in-the-blank flashcards covering core ideas from Chapter 2: Managing Current Records, including registry duties, centralized vs. decentralized systems, mail management, classification, coding, and file operations.

A registry is usually a physical __ where records management occurs.

place

One function of a registry is dispatching and receiving all __.

letters

In a centralized registry, the control comes from one __.

location

A key advantage of a decentralized registry is __ retrieval and speedier decision making.

faster

The main objective of mail management is to provide rapid handling and __ delivery of mail at minimum cost.

accurate

The mail room must maintain the flow of mail in __ channels.

three

Mail-room layout must include adequate __ for security.

security

The first step in processing inward correspondence is __ and opening the mail.

receiving

Inward correspondence is stamped with the date of __.

receipt

The registration ledger records the __ number of each correspondence.

serial

Circulation of correspondence may be done ‘top-down’ or ‘-.’

bottom-up

A draft of outward correspondence must include the name and address of the intended __.

recipient

Registry staff must record any __ classification when registering outward correspondence.

security

Subject file classification is the act of determining the __ under which records are named and filed.

subject(s)

Operational files document a department’s main __ role.

functional

A good classification system should be as __ as possible and easy to operate.

simple

Alphabetical, function-and-activity, and administrative structure are types of subject __ systems.

classification

A coding system using blocks of primary numbers is called __-numeric.

block

A coding system that combines numbers and hyphens is known as __-numeric.

duplex

A file room operates a “__ ___ __” (KIV) system to track active files.

Keep In View

A file’s contents are secured together with a __ tag.

treasury

Any form of __ draft should NOT be filed.

rough

A new file should be opened when an existing subject __ into new discrete subjects.

subdivides

Each file must relate to a single __ or transaction.

subject

The reasonable limit for the thickness of a treasury-tag file is __ inch.

1

When closing a file, the word ‘CLOSED’ should be written diagonally across the front __.

cover

File operating rules require adherence to a strict __ sequence when filing papers.

chronological

Attachments must not be separated from their __ letters/documents when filing.

covering

Coding systems facilitate filing, retrieval and __ of records.

re-filing

A basic consideration for mail-room layout is reducing the __ required for movement of mail.

distances