Document Management Systems Flashcards
7 cards from real CDIA practice questions. Tap to flip, then mark Knew It or Still Learning — missed cards come back until you master them.
Read the first 7 Document Management Systems flashcards as text
A DMS that stores documents across multiple heterogeneous repositories and allows users to search all of them through a single interface is using which capability?
Answer: Federated search
Federated search queries multiple disparate repositories simultaneously and aggregates results in a unified interface.
What is the function of a document stub in a hierarchical storage management (HSM) environment?
Answer: A pointer left in primary storage after the full document is migrated to cheaper media
When HSM migrates a document to secondary storage, it replaces the file with a stub — a small placeholder that transparently retrieves the document on demand.
Which type of DMS metadata is automatically captured by the system without user input at the time of document creation or import?
Answer: System-generated metadata
System-generated (or system) metadata — such as creation date, file size, author from login, and document ID — is captured automatically by the DMS.
In document workflow, what is a 'parallel route'?
Answer: A workflow step where multiple reviewers receive the document simultaneously
A parallel route sends the document to multiple participants at the same time, allowing concurrent review rather than sequential handoffs.
What problem does single-instance storage (SIS) solve in a DMS?
Answer: Eliminating duplicate copies of identical files to reduce storage consumption
SIS detects identical files (by hash comparison) and stores only one physical copy, linking all references to it, thereby reducing storage footprint.
Which standard defines a common interface for communication between a DMS and desktop applications, enabling operations like check-in and check-out from within a word processor?
Answer: ODMA (Open Document Management API)
ODMA is a Windows API standard that allows desktop applications like Microsoft Word to perform DMS operations (open, save, check-in/out) directly through a common interface.
What is 'litigation hold' (also called 'legal hold') in a DMS?
Answer: A suspension of normal retention/destruction policies to preserve documents relevant to anticipated litigation
A litigation hold overrides scheduled destruction and freezes relevant documents in place to satisfy discovery obligations when litigation is anticipated or pending.