Chapter 4 Supplemental Activity 1



Sarah Tegart

OS 240 Practical Exam

I. Prepare an Alphabetic Listing of Job Applicants (20 points)

Chapters 1-4

You work in the local branch office of Midland Bank. The branch has current openings for a teller, two account assistants, and a courier. The following individuals have submitted applications:

Teller

|James Marukas |Shelly Bascue |Jessica Hanson |

|Nathan Pierce |Benjamin Van Dusen |Ann McCormick |

|Hector Ramirez |Naomi Knoble |Brian Lowe |

|James Byron | | |

Account Assistant

|Denisha Tidwell |Roger Zepp |Natalie Forsyth |

|David Haskell |Brittney Young | |

Courier

|Marilea Williams |Aaron Anderson |Gloria Stillwell |

|Katie Greene |Russell Schueler | |

Prepare an alphabetic listing of the positions and the names of the applicants on file. The first unit for all entries is Applications. The first entry is provided as an example.

|Key Unit |Unit 2 |Unit 3 |Unit 4 |Unit 5 |

|Applications |Account |Assistant |Forsyth |Natalie |

|Applications |Account |Assistant |Haskell |David |

|Applications |Account |Assistant |Tidwell |Denisha |

|Applications |Account |Assistant |Young |Brittney |

|Applications |Account |Assistant |Zepp |Roger |

|Applications |Courier |Anderson |Aaron | |

|Applications |Courier |Greene |Katie | |

|Applications |Courier |Schueler |Russell | |

|Applications |Courier |Stillwell |Gloria | |

|Applications |Courier |Williams |Marilea | |

|Applications |Teller |Bascue |Shelly | |

|Applications |Teller |Byron |James | |

|Applications |Teller |Hanson |Jessica | |

|Applications |Teller |Knoble |Naomi | |

|Applications |Teller |Lowe |Brian | |

|Applications |Teller |Marukas |James | |

|Applications |Teller |McCormick |Ann | |

|Applications |Teller |Pierce |Nathan | |

|Applications |Teller |Ramirez |Hector | |

|Applications |Teller |Van |Dusen |Benjamin |

II. Create a Folder Structure (10 points)

Chapters 5

Your friend Andy has asked you to take a look at the files he stores in a folder on his USB Flash drive. He wants help organizing the files into folders. As you can see from the file below, his files and folders are all mixed up and have no logical order to them. In the space below the graphic, create a logical folder structure for your friend, Andy.

[pic]

WR123

07-07 Essay Wr 123

Compare and Contrast Smiles and Metaphors

Metaphor Count WR 123

Metaphor Essay WR 123

Progress Record WR 123

Smiles and Metaphors WR123

Smiles Essay WE 123

WR 123 Metaphor_and_Smiles

Mis231

Business Methods Essay MIS 231

Team Project Outline MIS 231

MM214

214 Progress Report Aug 5 2005

Ind Project MM 214

MM 214 Progress Report July 14 2005

Photos

Hiking in Gorge mystic_cg

Hiking in Gorge over_falls

**You do not need to do anything elaborate here. All you need to do is indicate which folders you would create and what file(s) would be in each folder. Making a simple list is probably the easiest method. Also, in regard to grading for this section, all I am looking for here is that you can organize files and folders into a logical structure.

III. Determine Destruction Dates (10 points)

Chapter 7

Determine Destruction Dates

Refer to the records retention schedule shown in Figure 7.3 on page 211 in your textbook to determine the destruction date for the following records. Record the date in the Destruction Date column.

|Type of Record |Dates on Records |Destruction Date |

| 1. Applications |January 1–June 30, 2005 |July 1, 2006 |

| 2. Accounts receivable ledger |January 1–December 31, 2004 |January 1, 2011 |

| 3. Executive correspondence |July 1–December 31, 2005 |January 1, 2008 |

| 4. Worker’s compensation claims |September 1–December 31, 2003 |January 1, 2014 |

| 5. Advertising contracts—terminated |December 1–December 31, 2004 |January 1, 2008 |

| 6. Supplies requisitions |January 1–December 31, 2005 |January 1, 2007 |

| 7. Attendance records |July 1–December 31, 2004 |January 1, 2012 |

| 8. Bank deposit slips |January 1–December 31, 2004 |January 1, 2011 |

| 9. Product samples |April 1–June 30, 2001 |Permanent |

| 10. Records inventory |July 1, 2002 |July 2, 2003 |

IV. Filing in an Encyclopedic Subject Arrangement (15 points)

Chapter 8

Refer to Figures 8.5, 8.6, and 8.7 in your textbook to determine into which folder the following records should be filed. Assume that three records on a specific topic must accumulate in the general subject folder before a specific folder is needed. When three records have accumulated, indicate beside the third record the caption for the secondary guide and the specific subject folder. The first new secondary guide and folder are shown in bold as an example.

| | |New Secondary |New Specific |

|Record |Filed Under |Guide |Subject Folder |

|Memo to employees on new keyboarding |DATA ENTRY GUIDELINES |KEYBOARDING RATES |DATA ENTRY GUIDELINES |

|rates | | |KEYBOARDING RATES |

|E-mail from an employee about |DATA ENTRY GUIDELINES |KEYBOARDING RATES |DATA ENTRY GUIDELINES |

|keyboarding rates | | |KEYBOARDING RATES |

|Spreadsheet showing data entry |DATA ENTRY GUIDELINES |KEYBOARDING RATES |DATA ENTRY GUIDELINES |

|employees’ keyboarding rates | | |KEYBOARDING RATES |

|Copy of letter requesting a new HVAC |HVAC MANUAL | |HVAC MANUAL |

|manual | | | |

|Memo to groundskeepers regarding new |GROUNDSKEEPING REGULATIONS |LAWNS |GROUNDSKEEPING REGULATIONS |

|areas to be mowed | | |LAWNS |

|Inventory list for office furniture in |INVENTORIES |FURNITURE |INVENTORIES |

|Chicago Office | | |FURNITURE-CHICAGO OFFICE |

|Letter requesting a replacement credit | BANKING SERVICES |CREDIT CARDS |BANKING SERVICES |

|card | | |CREDIT CARDS |

|Letter to microfilm camera company about|MICROIMAGE EQUIPTMENT |CAMERAS |MICROIMAGE EQUIPTMENT |

|problems with a camera | | |CAMERAS |

|Inventory list for records storage |INVENTORIES |EQUIPTMENT |INVENTORIES |

|equipment in Chicago Office | | |EQUIPTMENT-CHICAGO OFFICE |

|E-mail to groundskeepers regarding |GROUNDSKEEPNG REGULATIONS |LAWNS |GROUNDKEEPING REGULATIONS |

|quality of lawn mowing | | |LAWNS |

|Purchase order for a new copier |OFFICE EQUIPTMENT |COPIERS |OFFICE EQUIPTMENT |

| | | |COPIERS |

|Letter to groundskeepers announcing a |GROUNDSKEEPING REGULATIONS |LAWNS |GROUNDSKEEPING REGULATIONS |

|change in days in which mowing is to be | | |LAWNS |

|done | | | |

|Invoice for July purchases of office |OFFICE SUPPLIES | |OFFICE SUPPLIES |

|supplies | | | |

|Fax from consulting firm agreeing to |RECORDS AUDIT | |RECORDS AUDIT |

|perform the records audit | | | |

V. Using Subject Codes for Subject Records Storage (10 points)

Chapter 8

1. Determine which of the following subject codes should be used for storing the records listed in No. 2.

|Subject Title |Subject Code |

|APPLICATIONS |APPS |

|CUSTOMER SERVICES |CSTSVCS |

|OFFICE SUPPLIES |OFFSUPP |

|RECORDS RETENTION SCHEDULE |RRS |

|FOUNDER’S DAY PLANS |FNDRSDY |

|VACATION SCHEDULES |VCNSCH |

2.

|Record |Subject Code |

|E-mail message from Jackie Conroy to the Human Resources Department requesting one week of her |VCNSCH |

|annual vacation, July 18–24. | |

|Memo e-mailed to office personnel presenting the schedule for Founder’s Day activities |FNDRSDY |

|New electronic records retention schedule |RRS |

|Application for data entry position from Juan Carlos |APPS |

|Letter from customer complaining about a lost order |CSTSVCS |

|Purchase order for printer paper and cartridges |OFFSUPP |

|New general records retention schedule |RRS |

|Schedule for Founder’s Day dedication ceremony |FNDRSDY |

|Application for records analyst position from Tina Abdul |APPS |

|Invoice for printer paper and cartridges |OFFSUPP |

VI. Comparing Consecutive, Middle-Digit, and Terminal-Digit Arrangements (15 points)

Chapter 9

Study the following diagrams to understand how a numeric records management system determines the file location of records. Multiple-digit numeric codes are used to designate file drawer or shelf numbers, guide numbers, and folder numbers. Note how records locations change with the use of different numbering systems.

Voucher Numbers

16207

16204

16206

16205

16208

16209

Location with Consecutive Numbering Method

Location with Middle-Digit Numbering Method

Location with Terminal-Digit Numbering Method

Instructions: Arrange the following numbers in the order for consecutive, terminal-digit, and middle-digit numbering. (Add a zero to the beginning of each number for terminal-digit and middle-digit arrangements.)

|Record No. |Consecutive |Terminal-Digit |Middle-Digit |

|01 67 54 |16754 |02 60 00 |02 13 27 |

|02 13 27 |17456 |02 71 10 |02 60 00 |

|01 74 56 |17859 |02 74 10 |01 67 54 |

|02 91 75 |21327 |02 71 17 |02 71 10 |

|02 60 00 |26000 |02 71 19 |02 71 17 |

|02 74 10 |27110 |02 13 27 |02 71 19 |

|02 71 19 |27117 |01 67 54 |02 74 10 |

|02 71 10 |27119 |01 74 56 |02 74 56 |

|02 71 17 |27410 |01 78 59 |01 78 59 |

|01 78 59 |29175 |02 91 75 |02 91 75 |

VII. Arranging Records by Facility Location (20 points)

Chapter 10

A large gas and electric utility uses coordinates internal to the corporation facilities to identify the location of equipment (fittings, valves, subsystems, pipe runs, compressors, etc.). Each piece of equipment or pipe run has a tag number associated with it. The tag number is used as a document ID for accessing various documents, such as the specification sheet, a drawing, a bill of materials, and an Operations and Maintenance manual for the item. The documents are filed numerically by tag number.

The tag number is comprised of the following elements:

• the area number of the plant

• the system type (s = steam, o = oil, g = gas)

• the line number or system number it is located on

• a pipe size

• an item number (sequential number for the type of equipment starting with 1)

Example: Tag # 170-G-221-8-1234 for Newport Gas Plant is:

• in plant area 170

• a gas system (G)

• gas line number 221

• 8"

• item #1234

1. Create tag numbers for the items listed below. The first number is shown as an example.

a. Pipe run item #438 on 12" line number 44 in the Chillicothe Natural Gas Plant area 101

b. Valve #623 on 4" line number 789 in the San Francisco Steam Plant area 447

c. Well fitting #651 on 8" well line number 66 in the San Francisco Oil Basin area 73

d. Valve #437 on 12" line number 44 in the Chillicothe Natural Gas Plant area 101

e. Pipe fitting #321on 16" line number 1878 in the San Francisco Steam Plant area 637

f. Pipe fitting #652 on 4" line number 788 in the Chillicothe Natural Gas Plant area 107

g. Valve #752 on 8" well line number 66 in the West Colorado Oil Basin area 77

h. Line #702 on 4" well line number 833 in the West Colorado Oil Basin area 87

Tag Numbers

|a. 101-G-44-12-438 |e. 637-S-1878-16-321 |

|b. 447-S-789-4-623 |f. 107-G-788-4-652 |

|c. 73-O-66-8-651 |g. 77-O-66-8-752 |

|d. 101-G-44-12-437 |h. 87-O-833-4-702 |

2. Indicate the order in which documents with the tag number IDs should be filed using a location guide plan and an encyclopedic storage arrangement.

File Order

|Primary Guide |Secondary Guide |Folder label |

|Chillicothe |Chillicothe Natural Gas Plant |101-G-44-12-437 |

| | |101-G-44-12-438 |

| | |107-G-788-4-652 |

| | | |

|San Francisco |San Francisco Oil Basin |73-O-66-8-651 |

| | | |

| |San Francisco Steam Plant |447-S-789-4-623 |

| | |637-S-1878-16-321 |

| | | |

|West Colorado |West Colorado Oil Basin |77-O-66-8-752 |

| | |87-O-833-4-702 |

-----------------------

All would be filed in serial order on the same shelf.

16204

16205

16206

16207

16208

16209

16400- 16499

16300- 16399

16200- 16299

File Shelf Numbers

Front

01 62 04

01 62 05

01 62 06

01 62 07

01 62 08

01 62 09

Primary (Shelf No.)

Secondary

(Guide No.)

Tertiary

(Folder No.)

All would be on the same shelf and behind the same guide in the same area of the shelf. File first by shelf number (62), then by guide number (01), then by folder number (04-09).

63

62

61

01 04 07 07

02 05 08

03 06 09

Shelf Sections

Records would be distributed in shelf areas from 04 to 09, behind guide number 62 in each of these areas, and in folder 01 in each area. File first by shelf number (04-08), then by guide number (62), then by folder number (01).

01 62 09

01 62 08

01 62 07

01 62 06

01 62 04

01 62 05

Primary

(Shelf No.)

Tertiary

(Folder No.)

Secondary

(Guide No.)

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