CDIA Document Management Systems 3 — Questions and Answers
Question 1: 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?
- Federated search (Correct answer)
- Content replication
- Hierarchical storage management
- Single-instance storage
Correct answer: Federated search
Federated search queries multiple disparate repositories simultaneously and aggregates results in a unified interface.
Question 2: What is the function of a document stub in a hierarchical storage management (HSM) environment?
- A summary page prepended to every archived document
- A pointer left in primary storage after the full document is migrated to cheaper media (Correct answer)
- A digital signature block appended during legal hold
- A barcode label printed on physical documents before scanning
Correct 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.
Question 3: Which type of DMS metadata is automatically captured by the system without user input at the time of document creation or import?
- Descriptive metadata
- System-generated metadata (Correct answer)
- Subject metadata
- Controlled vocabulary terms
Correct 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.
Question 4: In document workflow, what is a 'parallel route'?
- A backup network path for large document transfers
- A workflow step where multiple reviewers receive the document simultaneously (Correct answer)
- An alternate OCR engine used when the primary fails
- A duplicate folder structure maintained for disaster recovery
Correct 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.
Question 5: What problem does single-instance storage (SIS) solve in a DMS?
- Ensuring only one user can edit a document at a time
- Eliminating duplicate copies of identical files to reduce storage consumption (Correct answer)
- Providing a single login for all connected repositories
- Restricting document access to a single department
Correct 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.
Question 6: 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?
- ODMA (Open Document Management API) (Correct answer)
- CMIS (Content Management Interoperability Services)
- WebDAV
- S/MIME
Correct 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.
Question 7: What is 'litigation hold' (also called 'legal hold') in a DMS?
- A fee charged for late document retrieval
- A suspension of normal retention/destruction policies to preserve documents relevant to anticipated litigation (Correct answer)
- A watermark applied to confidential documents
- An encryption layer activated during a court-ordered audit
Correct 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.
CDIA Document Management Systems 3
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?