What is a functional file plan and what is the system for managing records properly?

Here are the answers to the questions:

Question 1:
Because of their importance and values, records must be managed properly. This is done through a model called........

• a) Records retention: This is about how long records are kept.
• b) Records management: This is the systematic control of records throughout their lifecycle, from creation to disposal, ensuring their proper handling, storage, and accessibility. This encompasses managing records properly due to their importance and value.
• c) Records disposal: This is about getting rid of records.
• d) Records Appraisal: This is about evaluating the value of records.

The overall process of managing records properly is called records management.

The correct option is b.

$\boxed{\text{b. Records management}}$

Question 2:
By functional file plan we mean all documents on a specific subject are together and can be retrieved quickly; valuable is separated from ephemeral.

A functional file plan organizes records based on the business functions or activities they support. This method ensures that all documents related to a particular function (which can be considered a "subject" in this context) are grouped together, making them easy to retrieve. A key goal of any effective filing system, including a functional one, is to distinguish between valuable, long-term records and temporary (ephemeral) ones for proper management and disposal. Therefore, the statement accurately describes the characteristics and benefits of a functional file plan.

The correct option is a.

$\boxed{\text{a. True}}$