Records Management and Document Control Flashcards
6 cards from real California State Jobs Exam practice questions. Tap to flip, then mark Knew It or Still Learning — missed cards come back until you master them.
Read the first 6 Records Management and Document Control flashcards as text
According to California state records retention schedules, what MUST an agency do before destroying any official record?
Answer: Verify the retention period has been met and obtain required approval per agency policy
California Government Code requires agencies to confirm retention schedules are satisfied and follow destruction approval procedures.
Which of the following is the PRIMARY purpose of a records retention schedule in a California state agency?
Answer: To define how long each type of record must be kept before it may be destroyed or transferred
Retention schedules establish legally required timeframes for keeping different record types, ensuring compliance and efficient storage.
A California state employee receives a public records request under the California Public Records Act. The agency must respond:
Answer: Within 10 days of receipt, either providing the records or explaining a valid delay
The California Public Records Act requires agencies to respond within 10 days, though production of records may be reasonably extended.
Which document classification level applies to state records containing personal identifying information (PII) such as Social Security numbers?
Answer: Confidential
Records containing PII are classified as confidential and must be protected under California Information Practices Act requirements.
When filing hard-copy documents in a numerical filing system, a document numbered 10-4823 should be filed:
Answer: After document 10-4822 and before document 10-4824
Numerical filing systems place documents in sequential order, so 10-4823 follows 10-4822 and precedes 10-4824.
An employee discovers a misfiled record that is three months old. The CORRECT action is to:
Answer: Remove it from the incorrect location, correct the file, and note the correction in the filing log if applicable
Correcting misfiles promptly ensures records remain retrievable and accurate within the agency's filing system.
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