Exam 4 - Records Identification, Retention, Protection, and Disposition Flashcards Preview

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Flashcards in Exam 4 - Records Identification, Retention, Protection, and Disposition Deck (70)
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In describing electronic media for a records inventory, include type, size, and:
a) format
b) color
c) density
d) longevity
e) sequence

A. format


A records inventory should be:
a) used only for the purpose of developing subject classification systems
b) an unproductive, tiresome task
c) a complete and accurate listing of records series
d) the last step in a RIM program
e) concerned only with computer records

C. a complete and accurate listing of records series


Considerations when establishing the legal value of a record include:
a) archival needs
b) provenance principles
c) company policies
d) research value
e) discovery needs

E. discovery needs


A _____ is a group of logically related records that support one or more operations performed by a given program unit.
a) records retention schedule
b) keyword index
c) records series
d) file pattern
e) relative index

C. records series


Which of the following should a RIM manager consider when deciding if records should be microfilmed?
a) reduced retrieval costs
b) improved provenance
c) reduced indexing
d) reduced registration
e) records owner

A. reduced retrieval costs


Which of the following records could be a category in a general records retention schedule?
a) operational
b) merger and acquisition
c) engineering
d) administrative
e) archival

D. administrative


Controlling the disposition of electronically stored information can be difficult if the related data is stored in different:
a) binary codes
b) systems
c) records centers
d) bit maps
e) sectors

B. systems


Which of the following is a method of destroying obsolete records?
a) pulverizing
b) blocking
c) evaporating
d) permuting
e) freezing

A. pulverizing


The time period during which a government agency can investigate or audit an entity is a(an):
a) gestation period
b) limitation of action
c) administrative action
d) local regulatory limitation
e) government retention requirement

B. limitation of action


When auditing a RIM program, auditors must ensure that the _____ is structured in a logical way.
a) data migration
b) report analysis
c) retention program
d) destruction process
e) encryption method

C. Retention program


Janitorial services in areas where vital records are stored should be:
a) performed only in the presence of authorized employees
b) outsourced to security
c) reduced to the absolute minimum required to meet health regulations
d) performed only by new employees
e) provided similar to other areas in the building

A. performed only in the presence of authorized employees


If professional help must be delayed longer than 48 hours following a water disaster, freeze drying may be considered for:
a) photographs
b) microfilm
c) office paper
d) microfiche
e) USB drives

C. office paper


The first step in the recovery of water damaged microfilm is:
a) freeze immediately
b) transfer to plastic containers filled with clean, cold water
c) place in a vacuum chamber
d) remove from wet housing
e) sublimation

B. transfer to plastic containers filled with clean, cold water


In addition to storing the necessary data off-site, the disaster recovery team should provide:
a) reproduction equipment
b) a coordination index
c) an organizational chart
d) a record index
e) a sprinkler system

A. reproduction equipment


Methods used to reduce further deterioration and provide for permanent preservation of original paper documents include:
a) deacidification and encapsulation
b) freeze drying and lamination
c) fumigation and microfilming
d) scanning and microfilming
e) vacuum drying and leaf-casting

A. deacidification and encapsulation


The value a record has for research purposes is _____ value.
a) legal
b) evidential
c) fiscal
d) discovery
e) informational

E. informational


Long retention requirements of electronic records exceeding the life of the media can be satisfied by:
a) lamination
b) encapsulation
c) ionization
d) magnetization
e) recopying

E. recopying


The records retention schedule can best be implemented through:
a) directives
b) executive education
c) administrative communication
d) increased productivity
e) training

E. training


An accounting ledger inherently has _____ value.
a) administrative
b) fiscal
c) legal
d) evidential
e) informational

B. fiscal


Reference copies of a record:
a) are official records of an organization
b) should be kept in electronic format only
c) may be subject to discovery
d) are also referred to as physical records
e) need to be backed up on removal media

C. may be subject to discovery


The retention of instant messages should be:
a) three years for all instant messages.
b) determined by general counsel and applied equally to all instant messages.
c) based on IT storage capacity.
d) left to the individual.
e) consistent with retentions for other records with similar content.

E. consistent with retentions for other records with similar content


The first step in conducting a records inventory is:
a) developing forms to be used.
b) acquiring organizational charts.
c) establishing a budget.
d) hiring staff.
e) obtaining support and publicity.

E. obtaining support and publicity


An objective of a records disposition program is to:
a) place blanket holds on all records.
b) microfilm all records that are not destroyed.
c) develop file classification systems
d) eliminate all records that are not vital records.
e) preserve archival records.

E. preserve archival records


One method of risk control that promotes the physical security of vital electronic records is:
a) open shelf filing.
b) stand-alone computers.
c) unattended repositories.
d) central repositories.
e) removable disk systems.

D. central repositories


Determination of secondary value of records is principally the concern of:
a) archivists.
b) records managers.
c) records analysts.
d) general counsel.
e) executives.

A. archivists


It is important to verify the proposed list of records scheduled for destruction:
a) to ensure records have met their retention requirements.
b) so the invoice is correct.
c) because legal holds may have been released.
d) so records owners can deter disposition.
e) in order for records to be properly staged and stored.

A. to ensure records have met their retention requirements


One disadvantage of functional retention schedules is:
a) they do not include electronic records.
b) they represent only one entity within the organization.
c) critical records are sometimes omitted.
d) auditors do not like using this approach.
e) they do not include accounting records.

C. critical records are sometimes omitted


The first step in disaster recovery for RIM is:
a) begin salvage operations.
b) stabilize the situation.
c) begin restoration procedures.
d) evaluate the situation.
e) resume operations.

D. evaluate the situation


A finding aid containing entries in the form of a list is a:
a) card catalog.
b) calendar.
c) register.
d) sampling.
e) numerical guide.

C. register


A government agency’s ruling or opinion that establishes the agency’s position on a matter is:
a) mandatory dispersal.
b) precedent.
c) document preservation.
d) records disposition.
e) accumulation.

B. precedent