Exam 2 - Records and Information: Creation and Use Flashcards Preview

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A retention schedule enables an organization to identify various document types and apply a:
a) number.
b) patent.
c) migration strategy.
d) classification.
e) destruction method.

d. classification


When used as evidence in _____ proceedings, the authenticity of records must be established.
a) classification
b) judicial
c) reformatting
d) scanning
e) destruction

b. judicial


A benefit of a retention schedule is:

a) records classification.
b) automated filing.
c) legal immunity.
d) immediate organization.
e) inexpensive data storage.

a. records classification


_____ refers to the methodology and ability to review electronic records long after they have been created.
a) Data migration
b) Scanning
c) Conversion
d) Microfilming
e) Digital preservation

e. digital preservation


Data maps should include data assets that is/are:
a) classified.
b) unclassified.
c) encrypted on servers.
d) outside the company.
e) hacked.

d. outside the company


Risk _____ is the systematic reduction in the extent of exposure to a risk and/or the likelihood of its occurrence.
a) protection
b) mitigation
c) retention
d) determination
e) elimination

b. mitigation


An email policy should protect against:
a) records classification.
b) showing an email to a coworker.
c) printing.
d) improper disclosure.
e) improper saving.

d. improper disclosure


A records program _____ is generally conducted against existing standards.
a) inventory
b) schedule
c) personnel
d) classification
e) audit

e. audit


Risk assessment recommendations on electronic records security may include:
a) copying data.
b) printing for storage.
c) backing up data.
d) restoring data.
e) shredding paper.

c. backing up data


A properly implemented records retention schedule can prove to government agencies that a company is disposing of its records in compliance with _____ requirements.
a) company
b) best practice
c) regulatory
d) industry
e) association

c. regulatory


A retention schedule should be considered one element of a company’s legal _____ program.
a) virtual
b) compliance
c) department
d) storage
e) data

b. compliance


To manage risks associated with _____, organizations should have an electronic messaging policy.
a) printers
b) mobile devices
c) employee information
d) USB drives
e) cloud storage

b. mobile devices


To reduce risk exposure, organizations should consider _____ messages to ensure authenticity and confidentiality before transmission.
a) destroying
b) printing
c) documenting
d) storing
e) encrypting

e. encrypting


IT departments normally handle _____ of electronic information throughout the organization.
a) legal and compliance
b) legal and security
c) privacy and security
d) privacy and compliance
e) compliance and encryption

c. privacy and security


Best practice is for organizations to collect a minimal amount of _____ to reduce risk and promote consumer confidence.
a) PII
b) last names
c) customer numbers
d) government IDs
e) email

a. PII


The rights of _____, such as computer software, are covered under copyright law.
a) PII
b) code
c) records
d) intellectual property
e) continuity

d. intellectual property


A database containing _____ information should be set up on an internal network behind a firewall.
a) key
b) public
c) open
d) encrypted
e) proprietary

e. proprietary


When a record exists in multiple formats the official copy is the one that satisfies _____ requirements.
a) executive
b) departmental
c) cloud storage
d) legal
e) institutional

d. legal


_____ media contains content that can be shared easily and is available publicly.
a) Sensitive
b) Social
c) Sacred
d) Secure
e) Stable

b. social


_____ software is a concern for RIM managers because of the need to capture and archive messages.
a) Social
b) Legacy
c) Instant messaging
d) Word processing
e) ECM

c. instant messaging


Information is a valuable business asset that helps organizations achieve their goals by:
a) Improving efficiency.
b) supporting business activities.
c) consuming data storage space.
d) predicting future trends.
e) defining clear policies.

b. supporting business activities


_______ management is the technologies, tools, and methods used to capture, manage, store, preserve, and deliver information.
a) Content
b) Email
c) Document
d) Knowledge
e) Records

a. content


Copyright covers arrangement of words, creative works of expression, and:
a) brand names.
b) logos.
c) intellectual property.
d) service marks.
e) emblems.

c. intellectual property


To increase _____, an organization may have employees sign and date one copy of an electronic messaging policy to ensure that they have read it.
a) legal protection
b) information access
c) system reliability
d) civil liability
e) employee participation

a. legal protection


A (An) _____ policy for an organization may require recipients to transcribe messages onto paper.
a) text messaging
b) destruction
c) privacy
d) legal hold
e) information security

a. text messaging


_____ can facilitate compliance with authenticating accuracy of records.
a) Interrogatories
b) Destruction
c) Audits
d) Procedures
e) Inventories

c. audits


Elements that indicate proper sequence of files, file formats, and compression or encryption algorithms are examples of ____ metadata.
a) locative
b) administrative
c) functional
d) structural
e) descriptive

d. structural


To reduce _____ organizations should consider encrypting messages to ensure authenticity and confidentiality before transmission.
a) overhead cost
b) risk exposure
c) litigation
d) IT support
e) discoverability

b. risk exposure


RIM managers and IT should work together to determine the impact of electronic records on the _____ of applications.
a) total cost of operations
b) total cost of ownership
c) total quality management
d) transfer of custody
e) cost benefit analysis

b. total cost of ownership


Records created and stored in an enterprise information system are:
a) more difficult to manage.
b) subject to tighter regulations.
c) not discoverable.
d) owned by IT.
e) easier to manage.

e. easier to manage