MDA & LGAs Written Interview Qns 15/01/2022
1. What are the Advantages and Disadvantages of subject Classification
2. Retention Schedule and Disposal Schedule contains various details. Outline 5 of them?
3. Explain purpose of integrated Records Management Service
4. What are the 4 questions to consider when selecting a method of destroying the records?
ANSWERS
1. ADVANTAGES AND DISADVANTAGES OF SUBJECT CLASSIFICATION
The subject classification of files offers the following advantages:
i). It is very easy to locate the files if subject is known
ii). Every subject file gives complete information about subject
iii). There is unlimited expansion of file is possible under this method
iv). It does not need much trainings to the staff
v). It makes easy to set retention period of files
Disadvantages of the subject classification of files
The subject classification seers from the following disadvantages:
a. It is very difficult to classify and identify the documents if the subject is not understood by the employee.
b. It is time consuming, since it requires cross reference frequently hence it leads to time consuming.
c. It needs index if there is large volume of records
d. It is not suitable for miscellaneous papers.
e. It needs great care in selecting title of files, otherwise it may lead to confusion.
2. FIVE DETAILS OF THE RETENTION AND DISPOSAL SCHEDULE.
The retention and disposal schedule must contain the following details:
a. Name of the organization
b. File series
c. Retention period
d. Disposal action (Destroy, transfer, retain)
e. Date of preparation of the retention and disposal schedule.
f. Authorization/ approval (the name and signature of the person who approved it).
3. PURPOSE OF INTEGRATED RECORDS MANAGEMENT SERVICE
An integrated records management (IRM) programme recognises that records follow a life cycle and acknowledges the importance of caring for those records through a continuum of care.
The
primary purposes of an integrated records management service is
• To preserve records and archives in an
accessible, intelligible and usable form for as long as they have continuing
utility or value
• To make information from records and archives
available in the right format, to the right people, at the right time.
4. FOUR QUESTIONS TO CONSIDER WHEN SELECTING AND APPROPRIATE METHOD OF DESTROYING RECORDS
The following questions must be considered when selecting a method of destroying the records:
There are four questions to consider in determining the appropriate records destruction process:
a) Is the record on‐site or off‐site?
b) Are you a records custodian, or are you not?
c) Is the record(s) registered in the Directory of Records database, or is it not?
d) What is the category of the record?
OR YOU CAN ANSWER BY USING THESE ANSWERS:
a. What is the format of records to be destroyed?
b. What is the security/ sensitivity level of records to be destroyed?
c. Is there any restrictions to a particular method of destruction in the organization?
d. What is the volume of records.