Creation of Records
Name three pieces of information that should be considered when creating retained documented information.
Date of Creation, Author, and Review & Approval
What are the three main components of the Master List of Retained Documented Information?
General Information, Filing Information, and Retention and Disposition Schedule.
Name three items included in the Retention Schedule.
Any three of: Active Period, Inactive Period, Transfer Date to Archive, Disposition, Responsible.
What are the three major activities for archiving and disposal?
Records Turn-over System, Charge-out System, and Records Disposal System.
What should you use instead of a pencil when creating retained documented information?
A permanent writing method; the slide specifically says refrain from using pencil.
What two pieces of information in the Filing Information section tell you how and where a record is filed?
Filing System and File Location.
What is the formula used in the training material to determine the Date of Transfer?
After (End of Coverage Date + Active Retention Period)
When an inactive record is transferred to the archive, what form is completed?
The Record Turn-over Slip.
You made an error on a retained record. According to the training, what should you do?
Strike through the words to be erased and affix your initials.
A Purchase Order is filed according to serial number in F1-D1. What does F1-D1 represent?
Filing Cabinet 1 – Drawer 1.
A record covers January–June 2025 and has an active retention period of ½ year. According to the example in the training, when is the date of transfer?
January 2026
Before an inactive record is released to a borrower, what must the borrower complete?
A Charge-out Slip.
A staff member corrects an entry on a retained record by completely covering the original entry with liquid paper. What is wrong with this?
The original information is no longer visible, and the method is contrary to the specified control. The correction should be made by striking through the original entry and affixing initials.
Why is a File Management System important according to the training material? Give two reasons.
For easy retrieval of active records and to maximize the use of filing equipment. It also helps prevent premature disposal, overloaded filing equipment, and congestion.
A record has a coverage period of January–June 2025, active retention of ½ year, and inactive retention of 1 year. According to the training example, when is the disposal date?
January 2027.
A record's retention period has expired. The department wants to destroy it immediately. What must be checked before disposal?
The applicable GRDS/Agency RDS and disposition requirements, including required authorization.
For public records, the training material states that disposal requires prior written authority from the Executive Director of NAP; records involved in pending criminal, civil, or tax cases must not be destroyed until the case is finally settled.