Question

Once a document becomes an official record and is actively being used, what activities are involved in organizing and storing it with similar materials?

1) Filing
2) Retrieving
3) Use
4) Duplication
5) Printing
6) Dissemination

Answer 1

The activities involved in organizing and storing an official record after it becomes active are filing, retrieving, use, duplication, printing, and dissemination. These processes ensure that the record is preserved, accessible, and usable for both current needs and future research, including proper archival storage.

Step-by-step explanation:

Activities Involved in Organizing and Storing Official Records

Once a document becomes an official record and is actively being used, several key activities are crucial for organizing and storing it alongside similar materials. These include:

1. Filing - Categorizing and placing the documents in a specific order or location for ease of access. This could be a physical file system or a digital database.
2. Retrieving - The process of locating and obtaining the document when it is needed for use or reference.
3. Use - The active employment of the document or record for its intended purpose, which could involve analysis, reference, or presentation.
4. Duplication - Making copies of the document for use in other locations or to prevent loss of information due to damage to the original.
5. Printing - Converting digital records into hard copy formats when necessary for distribution or archival purposes.
6. Dissemination - Sharing or distributing the record to the relevant parties or stakeholders that might need access to the information.

These activities ensure that the records are preserved, accessible, and usable for current needs and future research. It is also important to apply preservation policies such as protection from direct sunlight and moisture to maintain the conditions necessary for long-term archival storage.