California State Jobs Exam Records Management and Document Control

Question 1

According to California state records retention schedules, what MUST an agency do before destroying any official record?

Accepted Answer

Verify the retention period has been met and obtain required approval per agency policy

Answer

Shred all copies without documentation

Answer

Obtain approval from the Governor's office for each record

Answer

Convert the record to microfilm first

Question 2

Which of the following is the PRIMARY purpose of a records retention schedule in a California state agency?

Accepted Answer

To define how long each type of record must be kept before it may be destroyed or transferred

Answer

To limit the amount of paper purchased annually

Answer

To rank records by importance for funding purposes

Answer

To assign ownership of records to individual employees

Question 3

A California state employee receives a public records request under the California Public Records Act. The agency must respond:

Accepted Answer

Within 10 days of receipt, either providing the records or explaining a valid delay

Answer

Within 30 business days

Answer

Only after the requester pays an administrative fee

Answer

Only if the request is submitted in writing by a California resident

Question 4

Which document classification level applies to state records containing personal identifying information (PII) such as Social Security numbers?

Accepted Answer

Confidential

Answer

Public

Answer

Internal use only

Answer

Archival

Question 5

When filing hard-copy documents in a numerical filing system, a document numbered 10-4823 should be filed:

Accepted Answer

After document 10-4822 and before document 10-4824

Answer

Before document 10-4822

Answer

At the beginning of the 10-series drawer

Answer

After all other documents regardless of number

Question 6

An employee discovers a misfiled record that is three months old. The CORRECT action is to:

Accepted Answer

Remove it from the incorrect location, correct the file, and note the correction in the filing log if applicable

Answer

Leave it in place to avoid creating confusion

Answer

Destroy the misfiled record and recreate it

Answer

Report the misfiling to law enforcement