Records Management 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 Records Management flashcards as text
Which retention schedule trigger is used when records must be kept for a period starting from the date a contract expires?
Answer: Event-based trigger
An event-based trigger starts the retention clock from a specific business event, such as contract expiration, rather than the record's creation date.
Under the Federal Rules of Civil Procedure (FRCP), what obligation does an organization have regarding potentially relevant electronically stored information (ESI) once litigation is reasonably anticipated?
Answer: Issue a litigation hold to suspend routine destruction
Once litigation is reasonably anticipated, organizations must issue a litigation hold that suspends normal retention and destruction schedules for potentially relevant records.
What is the primary purpose of a records inventory in a records management program?
Answer: To identify and document all record series, locations, and formats
A records inventory identifies and documents all record series, their physical or digital locations, formats, and volumes, forming the foundation for a retention schedule.
Which standard specifically addresses the long-term preservation of electronic documents in PDF format?
Answer: PDF/A (ISO 19005)
PDF/A (ISO 19005) is an ISO standard defining a subset of PDF for long-term archiving and preservation of electronic documents.
In records management, what does 'vital records protection' primarily address?
Answer: Identifying and safeguarding records essential to resume operations after a disaster
Vital records protection focuses on identifying records critical to business continuity and ensuring they are protected and recoverable after a disaster or emergency.
A disposition authority in records management is best described as:
Answer: An official approval granting permission to destroy or transfer records
A disposition authority is the official sanction — typically from a government agency or senior management — authorizing the destruction or transfer of records after their retention period.
Which concept describes grouping records with common characteristics and retention requirements into a single manageable unit?
Answer: Record series
A record series is a group of related records filed or maintained together because they relate to the same subject, activity, or have the same retention requirements.