Filing - JSS2 Business studies Past Questions and Answers - page 2
What does retention involve in filing systems?
Keeping documents indefinitely
Determining the appropriate time to keep documents
Deleting documents randomly
Shredding documents carelessly
What does security entail in filing systems?
Leaving documents unprotected
Safeguarding sensitive information
Sharing confidential information freely
Forgetting to lock filing cabinets
What does updating filing systems involve?
Regularly reviewing and making changes
Ignoring the system entirely
Never updating or reviewing
Creating chaos intentionally
Which filing system is suitable for organizing patient files?
Alphabetic
Numeric
Chronological
Subject
What does compliance involve in filing systems?
Adhering to legal and regulatory requirements
Ignoring laws and regulations
Breaking rules intentionally
Creating confusion intentionally
What is the purpose of filing classification methods?
To confuse users
To ensure consistent organization
To delete documents randomly
To create chaos intentionally
What are some reasons why filing is important in organizations?
Filing is essential for maintaining order and efficiency within organizations. It helps streamline workflow processes, facilitates compliance with legal and regulatory requirements, protects valuable information, supports decision-making, and ensures easy access to necessary documents when needed.
Can you explain the difference between alphabetic and numeric filing systems?
In an alphabetic filing system, documents are arranged in alphabetical order based on names, titles, or keywords. On the other hand, a numeric filing system involves assigning numbers to documents and organizing them sequentially according to these assigned numbers.
How do filing classification methods and rules contribute to effective information management?
Filing classification methods and rules help establish consistent procedures for organizing documents, ensuring uniformity, accessibility, and security. They also aid in determining retention periods, updating filing systems, and adhering to legal and regulatory requirements, ultimately contributing to efficient information management practices.
What factors should be considered when choosing a filing system for a specific type of organization?
When selecting a filing system, organizations should consider factors such as the volume and type of documents to be stored, the frequency of access, the available space and resources, the level of security required, compliance obligations, and the preferences and capabilities of users.