4 RECORDS MANAGEMENT

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INTERVIEWS QUESTIONS

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POWERED BY MR ERICK MPINA

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K SE
IC
ER

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2O24
MR
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QUESTION 1

Write short notice of the following terms

a. File

misfile

c. Missing file

d. Lost file

QUESTION 2

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a) mention 8 legal framework used in managing records in Tz

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b) What are the strategic for implementing rules , policies , act and regulation in
managing records in public organization

QUESTION 3

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What are the factors leads to information leak aging in public organization

QUESTION 4
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a) filling system

b)Mention types of filling system used in managing records in Tanzania

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QUESTION 5
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a) identify types of records

b) Nowadays development of infrastructure its invertible in managing records .

ER

There any impact to continue with paper base system in managing records. If yes
why ,if no why?

QUESTION 6
MR

Introduce yourself basing in the following hints

a) Education

b) working experience

QUESTION 7

a) Reason for folio number

b) mention and explain elements of file number

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QUESTION 8

a) Define public service ethics

b) identify any 6 code of conduct used in managing records in organization

QUESTION 10

a) explain movement of file

b) Elaborate 8 circulation tools used in the process of file movement in Records

office

QUESTION 11

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What are the rules and regulations governed in managing Records in Tanzania

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QUESTION 12

Write short notice of the following terms

i) Electronic Records

ii) Bring up diary

NA
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iii)Top secret

iv)legal records
K

v)file diary
IC

QUESTION 13

a) What is the Records destruction

ER

b) identify methods of records destruction used in records management practices

MR

QUESTION 14

a) what is the Records retention and Disposal schedule

b) Mention elements of Record retention and Disposal schedule

QUESTION 15

a)What is the classified information

b) list down 4 classified Information

QUESTION 16
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a)What is the minute sheet

b) Pin down function of minute sheet

QUESTION 17

a)File reference number

b) mention 3 things contain in file reference number

QUESTION 18

a) what are the personal file

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b) mention 6 information contain in personal file

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c) Reason for creating file

QUESTION 19

a) What are incoming register book

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b) components of incoming register book
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QUESTION 20

Duties of record assistant.

QUESTION 21
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a) record Appraisal
IC

b) types of appraisal
ER

c) importance of record appraisal

QUESTION 22

Write short notice of the Terminologies

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i)File

ii)file number

iii) filling

iv ) filling system

v) Records

vi) Records management

vii) Records management system

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viii) Records life cycle

ix) Records appraisal

x) Records control tools

QUESTION 23

Explain appropriate storage facilities used in managing records in organization

QUESTION 24

Describe 6 challenges facing records management practices in Tanzania

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QUESTION 25

TO
Mr. Erick one day is invited to Evaluating the Degree of Important of records in
organization XYZ . What are the criteria used in appraising records Pin out six
point

QUESTION 26
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The District executive Director of Mpwapwa district council was announced that
Records management practices is very crucial in organization . Elaborate 6
SE
Function of Records management assistant II

QUESTION 27
K

Electronic record management system Now days is inevitable in managing

records in public organization . What are the benefits of using that system
IC

mentioned above .
ER

QUESTION 28

You are a graduate of Records management . What are the Attributes of official
letter
MR

QUESTION 29

Mr. Erick said that there are several Records management system used in
managing records in public organization . Mention5 system used in managing
records

QUESTION 30

What are the unique features of Specialized records from others Records mention
8 point

QUESTION 31
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a) Mention 3 elements of Records

b) mention 4 Features of Records

c) Describe 6 Importance of managing records in organization

QUESTION 32

Types of secrets

QUESTION 33

What are the challenges facing registry office

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QUESTION 34

TO
Identify five file classification

QUESTION 35 NA
SE
Factor for poor record management

QUESTION 36

a) Types of record
K

b) benefits to having record

IC

c) values of record
ER

QUESTION 37

a) Introduce yourself

b)what are your salary expectations

MR

c) what is your greatest strength

QUESTION 38

a) what are the Principles of managing Archives

b) identify the importance of mentioned above in

part (a)

QUESTION 39

a) Ethics
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b) mention types of code of conduct used in public office in Tanzania

QUESTION 40

Mention actors used to Handling outgoing correspondence

QUESTION 41

Identify the methods of arranging files

QUESTION 42

Different between paper record and and electronic record

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TO
QUESTION 43

Mention 5 Methods of Digitizing electronic record

QUESTION 44

Define NA
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a) Registry

b) centralized Registry

c) Decentralized Registry
K

d) Hybrid registry
IC

QUESTION 45
ER

Mention 5 documents which are not filed

QUESTION 46

Mention importance of hybrid registry

MR

QUESTION 47

Define the terms

i ) file

ii green tag

iii minutes

iv folio

v minutes sheet
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QUESTION 48

Records is more than its information content what should be contain in the
records. What are the required material for creating record/files

QUESTION 49

a) Define preview mail

b) Mention five advantages and dis advantage of

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previewing incoming mail/ letter (Mail Circulation).

TO
QUESTION 50

a)Define keywords system

NA
b)Explain benefits of keywords filing system

QUESTION 51
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Define

i) Sorting mails
K

ii) Types of sorting mails

IC

QUESTION 52

Mention legal or Framework for managing Records

ER

QUESTION 53

Define
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a) filling

b) mention types of filling

c)Mention 5 objectives of filing system

QUESTION 54

How do you simplify retrieval of records

QUESTION 55

Define
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a) Disposal

b)Explain Categories of disposal.

QUESTION 56

a)Define Preservation

b) mention ways / methods of Preservation of Archival materials

QUESTION 57

Different between open registry and confidential registry

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QUESTION 58

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What are the causes of records and archives deterioration?

QUESTION 59

i) explain types of file

ii) mention types of file cover NA

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iii) mention importance of file

QUESTION 60

Define
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i) Computer
IC

ii)Data
ER

iii) information

iv) custodian

v)user
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QUESTION 61

Mention basic principles of records disposal

QUESTION 62

Mention unique features of Specialized Records

QUESTION 63
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Define

a) finding aids

b) mention 6 types of finding used to facilitate

access of Archival materials

QUESTION 64

a) mention 6 degree of important of records

b) Why records is important not only in

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QUESTION 65

TO
Tell us your background education

QUESTION 66

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Importance of good record keeping system

QUESTION 67
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Types of classified files

QUESTION 68

Why we keep records ?

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QUESTION 69
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Challenges facing Registry & how resolve it 5 point

ER

QUESTION 70

Define

a) Correspondence
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b) Transit ladder

c) punching machine

d) omnibus letter

e) Electronic records

QUESTION 71

a)Why do you think you are the right candidate for this job?

QUESTION 72
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Mention 5 items which are not circulate /previewed

QUESTION 73

a) List down 6 challenges facing records

management in Tanzania

b) mention 6 codes of ethics for civil servant

QUESTION 74

Mention 5 uses of values of records

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QUESTION 75

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a)Mention 8 objectives of appraisal

b) list down 6 challenges facing records Appraisal in the organization

QUESTION 76

. Define NA
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a) General records

b) Specialized records

c) personal Records
K

QUESTION 77
IC

Write short notice

ER

a)file

b) Records

c) RMA
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d)file movement

e) Archives

QUESTION 78

Why personal records are exceptionally sensitive( as RMA explain)

QUESTION 79

One of challenge in records management is loss of file as RMA tell us how to

handle this? Discuss
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QUESTION 80

Explain how records office n archives should be maintained???

QUESTION 81

a)what do you understand by the term records procedure manual?

b) mention importance of Registry

QUESTION 82

Mention five component of file cover

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QUESTION 83

TO
Mention advantages of good filing system.

QUESTION 84

a) Mention parts of official letter

NA
b)What are the challenge facing registries
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QUESTION 85

a) Aren't you overqualified for this position ?b) Why do you want to work at our
company?
K
IC

QUESTION 86
ER

Mention 2 principles of Archives management and Describe why it's important in

management
MR

Archival materials

QUESTION 87

Writes short notice of the following terms

i) Classified information

ii) Records Management

iii) Values of records

iv) Records life cycle

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v) Office

QUESTION 88

a) Mention the different between open file and confidential file

b) mention 6 criteria considering when you want to purchase storage media

QUESTION 89

What should be done to stop the leak aging of classified information or records

QUESTION 90

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a) Four action of records continuum model

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a)Why do you want to work with our company?

b)mention any 4 reasons why Employees Leave A job .

QUESTION 91

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Mention five (5) factors for the success of registry?
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QUESTION 92

a) What is records center

K

b)Mention procedures for handling incoming mails

IC

QUESTION 93
ER

a)As a RMA assume we will selecting to join in

interview at TRA why will ending your interview

b) mention 6 Duties of RMA ( Records Management assistant

MR

QUESTION 94

Define

a) vital records

b) classified files

c) misfile

d) Centralized registry system

e) Decentralized registry system

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QUESTION 95

As professional in records management assistant how you can overcome

misplacement and Misfile? Five techniques.

QUESTION 96

a) Keywords system

b) mention procedures for Keywords filling system

QUESTION 97

Define the following terms

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i. Action officer

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ii. Folio number

iii. Information

QUESTION 98
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Identify the instruments/tools that guide and control record and archive in any
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public office.

QUESTION 99
K

a)What are the methods of destroying records?

IC

b)Identify factor to consider when choosing the method for destruction of records.

QUESTION 100
ER

There are three basic control mechanisms that are required to document each
new file created in the registry. Identify them

QUESTION 101
MR

Define

a)records management system (RMS)

b)Mention the advantages? From part 5 (a)

QUESTION 102

Why personal records are exceptionally sensitive ( As a RMA explain

QUESTION 103

What should the council expect from you once are

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successful employed? Men

QUESTION 104

What kind of information found in maternity wards?

QUESTION 105

Tell us about yourself

QUESTION 106

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a) Point out four (4) basic reasons for closing a file.

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b) Pin points reasons for file creation in Tanzania

public offices ( 7 Points)

QUESTION 107

a)Mention features of file cover NA

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b) Mention elements of official mail

QUESTION 108

Mention principles of records management

K

QUESTION 109
IC

What are the storage facilities used to store records in registry

ER

QUESTION 110

Suppose you have received an official mail from Ministry of Finance and Planning
with Reference number CAB/206/32/08 dated 27/02/2016. The subject matter of
MR

the letter is “Remittance of OCs for the month of march2016” The letter was
delivered to your office by dispatch NO. 00000567on 29/2/2017 and filed in file
Number .CB/101/192/VOL II on 01/03/2016 after preview of the CEO of your
organization. Draw an imaginary

POSTAL ADDRESS
P.O.BOX 24 -TANGA
E-mail: erickmpina07@gmail or erickleonard390@gmail
Mobile number :+225764765424 /+255678370926 /+255785121928