CDIA Document Management Systems 2 — Questions and Answers
Question 1: Which DMS feature ensures that only one user can modify a document at a time while others can still view it?
- Document locking / check-out (Correct answer)
- Role-based access control
- Version branching
- Audit trail logging
Correct answer: Document locking / check-out
Check-out/check-in with document locking prevents concurrent edits while still permitting read-only access by other users.
Question 2: A company needs to retain financial records for 7 years per regulatory requirement. Which DMS component enforces this policy automatically?
- Full-text search engine
- Records retention schedule (Correct answer)
- Optical character recognition module
- Workflow routing engine
Correct answer: Records retention schedule
A records retention schedule defines how long each record class must be kept and triggers automated disposition or hold actions.
Question 3: What is the primary purpose of a document taxonomy in a DMS?
- Compressing file sizes for storage efficiency
- Providing a hierarchical classification structure for organizing content (Correct answer)
- Encrypting documents at rest
- Automating optical character recognition
Correct answer: Providing a hierarchical classification structure for organizing content
A taxonomy provides a controlled hierarchy of categories that standardizes how documents are classified and retrieved.
Question 4: In a DMS, what does 'rendition' refer to?
- A legal hold placed on a document
- An alternate format or version of a document derived from the original (Correct answer)
- The process of converting paper to digital
- A user's permission level for a folder
Correct answer: An alternate format or version of a document derived from the original
A rendition is a derivative output of a document in a different format (e.g., PDF from a Word source) stored alongside the original.
Question 5: Which indexing strategy allows users to retrieve documents based on any word contained within the document body?
- Metadata indexing
- Full-text indexing (Correct answer)
- Barcode indexing
- Folder-path indexing
Correct answer: Full-text indexing
Full-text indexing parses and stores every word in the document body, enabling keyword searches across content rather than just metadata fields.
Question 6: What distinguishes a compound document from a simple document in a DMS context?
- A compound document is stored across multiple servers
- A compound document contains embedded objects or components from multiple applications (Correct answer)
- A compound document requires two approvers in a workflow
- A compound document uses both OCR and ICR for recognition
Correct answer: A compound document contains embedded objects or components from multiple applications
A compound document embeds objects from multiple applications (e.g., a Word file containing an embedded Excel chart and a linked PDF).
Question 7: Which DMS concept allows an organization to define rules so that documents are automatically moved to the correct folder based on extracted metadata?
- Auto-classification / auto-filing (Correct answer)
- Digital rights management
- Federated search
- Content-addressed storage
Correct answer: Auto-classification / auto-filing
Auto-classification uses rules or machine-learning models to examine metadata and content, then file documents into the appropriate repository location without manual intervention.
CDIA Document Management Systems 2
Which DMS feature ensures that only one user can modify a document at a time while others can still view it?