IRINGA INTERVIEW DONE ON 6/7/2022
1. How file movement manual assist in managing the movement of files?
2. Mention and
explain essential functions of records office.
3. All records are
not created equal. Explain this concepts
4. Explain advantages
of digitalization of records
ANSWERS
1. How file movement manual assist in managing the movement of files?
File Movement Manual: file movement manual assists in managing the movement of files, specifically:
♦ Where a file is located.
♦
Who is in possession of a file.
An effective file management system supports the:
♦ Accountability of files for security purposes.
♦ Overall integrity of the
filing system.
2. Mention and explain essential functions of records office.
a. To receive, record and distribute incoming and internally created mail of all kinds (e.g. letters, memoranda, faxes) to attach relevant reference papers and to pass the correspondence to officers.
b. Open, Index, build up and control the files upon which users depend for information about the conduct of government business.
c. Provide storage, repository and reference services for all official registered files and other documentation in their care.
d. Record and arrange for efficient and timely despatch of all correspondences produced by the officers they serve.
e. Preview and dispose all outdated files or other records in accordance with retention periods as agreed by between records and Archives Management Division.
3. All records are not created equal. Explain this concepts
A more balanced approach recognizes that not all data is is created equal, nor should all data be treated the same. This promotes culture where data handlers increase their awareness on of data security. Due to this concept organizations should start to classify data based on sensitivity, so the records are not created equal as the organizations should consider their levels of sensitivity as provided below:
a. Top secret records
b. Secret records
c. Confidential records
d. Open Records.
All of the mentioned above records are not created equal they differ in terms of security classification.
4. Explain advantages of digitalization of records