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
A company is migrating from a legacy EDMS to a new platform. Which records management concern is MOST critical during this migration?
Answer: Preserving metadata integrity and maintaining the records' authenticity during transfer
During system migration, preserving metadata integrity and record authenticity is paramount to ensure records remain legally defensible and usable throughout their full retention period.
Under the Health Insurance Portability and Accountability Act (HIPAA), covered entities must retain medical records documentation for a minimum of how many years?
Answer: 6 years
HIPAA requires covered entities to retain documentation related to policies and procedures for 6 years from creation or last effective date, though state medical records laws may require longer retention.
What is the primary function of a 'file plan' in records management?
Answer: A structured scheme that defines how records are organized, classified, and described within a filing system
A file plan is a structured classification scheme that defines how records should be organized, labeled, and described within a filing system, enabling consistent and retrievable recordkeeping.
In records management, 'secondary value' of a record refers to its value for:
Answer: Research, historical, or evidential purposes beyond its original operational use
Secondary value refers to a record's usefulness beyond its original purpose, including evidential, informational, or historical value that may justify long-term or permanent retention.
Which approach to retention scheduling applies a single retention period to all records in a department rather than distinguishing individual record series?
Answer: Big bucket scheduling
Big bucket scheduling applies broader, simpler retention periods across large groupings of records, reducing complexity but potentially retaining some records longer than strictly necessary.
When implementing a legal hold, which action should records managers take FIRST?
Answer: Notify custodians of relevant records and suspend their normal disposition activities
The first step in a legal hold is notifying records custodians to suspend normal retention and disposition activities for potentially relevant records to avoid spoliation.
Which ISO standard provides the most comprehensive international framework for records management principles and practices?
Answer: ISO 15489
ISO 15489 is the international standard specifically dedicated to records management, covering principles, policies, systems, and processes for managing records in any format.