Office Administrative Assistant Practice Exam 2025 - Free Office Administration Practice Questions and Study Guide

The distinction between filing and archiving is indeed encapsulated well in the idea that filing is primarily concerned with active documents, while archiving is meant for documents that are no longer frequently accessed or required for day-to-day activities. When filing, documents are arranged in a manner that makes them easily retrievable for ongoing business processes, ensuring that important, current information is readily accessible. In contrast, archiving involves the long-term storage of documents that are not actively needed but may still be required for legal, compliance, or historical reference.

In this context, the correct choice emphasizes how active and inactive documents serve different purposes within an organization’s document management strategy. Items in filing systems are usually frequently accessed, while those in an archive are meant to be stored away but retrievable if necessary, often based on different criteria, such as retention policies. This understanding is crucial for efficient document management and can significantly impact productivity and compliance in an office environment.

The other options suggest arbitrary timelines, physical versus digital distinctions that aren't universally applicable, and specific types of documents that don't accurately represent the broader definitions of filing and archiving.