CDIA Document Management Systems 2

Question 1

Which DMS feature ensures that only one user can modify a document at a time while others can still view it?

Accepted Answer

Document locking / check-out

Answer

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?

Accepted Answer

Records retention schedule

Answer

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?

Accepted Answer

Providing a hierarchical classification structure for organizing content

Answer

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?

Accepted Answer

An alternate format or version of a document derived from the original

Answer

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?

Accepted Answer

Full-text indexing

Answer

Full-text indexing parses and stores every word in the document body, enabling keyword searches across content rather than just metadata fields.

(CDIA) Certified Document Imaging Architect Practice Test