CONTROL MANAGEMENT

Question 1 Which of these statements is generally CORRECT? a) Document Control is all to do with the management of information. b) Document Control is to do with training construction managers to read drawings. c) Document Control is to do with reading everything that comes in the post. d) Document Control is to do with stopping anyone reading anything that comes in the e) post. f) Document Control is to do with keeping Works Contractors from reviewing documents. Question 2 Which of these statements is generally CORRECT: a) People working in Document Control are normally called Librarians. b) People working in Document Control are selected especially for their ability to be awkward. c) Document Control is a thing of the past. d) A trendy name for someone working in Document Control is Insulation Manager. e) A trendy name for someone working in Document Control is Information Manager. Question 3 Which of these statements WOULD NOT represent typical 'basic details' for documents: a) Recipient. b) Document Number. c) Drawing Title. d) Size of original. Question 4 Which of these WOULD NOT normally be used to register the 'basic details' for documents: a) Spreadsheet. b) Database. c) Paper Register. d) Fax Machine. e) A4 Notebook. Question 5 Which of these statements is generally CORRECT: a) Documents are normally issued immediately on receipt. b) Documents are never returned to their originators. c) If asked nicely, a Document Controller should hand out documents before they are registered. d) Documents should be carefully recorded before distribution. e) Ensuring traceability of documents is not a key role of a document controller. Question 6 Transferring information between relevant parties is called: a) Communication b) Document Control c) Forwarding d) Collaboration Question 7 The ISO 9001 Guidance Document is an example of: Information and its supporting medium a) Document b) Record c) Proof Question 8 A record is defined as: a) Document stating results achieved or providing evidence of activities performed b) Achievement c) Rewards d) Proof of existence Question 9 Which is not an example of a Document: a) Instruction Manual b) Technical Drawings c) Recipe d) Blank Feedback Questionnaire Question 10 Is a method of managing multiple variations of the same document. a) Document Control b) Rollback c) Version Control d) Revision Question 11 Why is version control important? a) It is required by the office b) It is required by audit c) Provides a clear audit trail of how the document has been created, changed and developed over time. Question 12 What is not a function of version control? a) Provides a systematic and consistent approach, which is universally understood and applied. b) Enables the latest final version of a document to be found quickly and easily or trace which version c) was “in force” at any one time. d) Enables the document controller to forward documents easily Question 13 What is not a part of the DOCUMENT CONTROL PROCEDURE? a) Master Document Registry b) Submission of Documents c) Receipt of Approval d) Auditing the document Question 14 Which is not a part of PROTECTION and CONFIDENTIALITY? a) The document must be stored in the document control center. b) The copy machine in the DC must be operated ONLY by DC personnel in order to avoid a. contamination of improper documents. c) All project members should be made aware of limited access rights. d) Documents should be submitted to the manager for safekeeping. Question 15 Which is not a good practice when STORING ELECTRONIC FILES? a) Upon submission of document to client, associated electronic files shall be corrected a. from the originator. b) Electronic files shall be native format such as Word, Excel, Auto CAD, etc. c) File name of electronic file shall be a combination of document number and revision a. number. d) Store files in a USB Drive. True or False Question 17 Document management is the systematic capture, storage and retrieval of documents. True False Question 18 An invoice that comes in from a vendor through postal mail is a type of electronic document. True False Question 19 Part of the tasks of a document controller is to audit documents. True False Question 20 In many organizations, the Document Controller will operate as part of the Planning Department. True False Question 21 A document controller's role will be not to ensure that all key contract documentation is handled effectively. True False Question 22 The document control pyramid has three parts: Collaboration, Document Management and Revision Control. True False Question 23 Document management is the use of a computer system and software to store, manage and track electronic documents. True False Question 24 Document management is also how your organization stores, manages and tracks its electronic documents. True False Question 25 Records Management is the function of managing records to meet organisational needs, business efficiency and legal and financial accountability. True False