CDIA Records Management 5

Question 1

What is 'appraisal' in the context of archival and records management practice?

Accepted Answer

Evaluating records to determine their retention value and ultimate disposition

Answer

Appraisal is the process of evaluating records to determine which should be retained permanently, retained for a defined period, or destroyed based on their administrative, legal, fiscal, or historical value.

Question 2

A CDIA candidate is designing an imaging system for a county government. Which records management requirement is unique to government agencies compared to private sector organizations?

Accepted Answer

Government records are often subject to public access laws such as FOIA or state open records acts

Answer

Government records are typically subject to public access laws like the Freedom of Information Act (FOIA) or state open records acts, imposing transparency and access obligations not applicable to private sector organizations.

Question 3

In a records management program, what is 'accession' most accurately defined as?

Accepted Answer

The transfer of physical or legal custody of records from one organization or system to another

Answer

Accession refers to the formal transfer of records — including physical custody or legal responsibility — typically from an originating office to an archives or records center.

Question 4

Which of the following is an example of a 'non-record' that would typically be excluded from formal retention scheduling?

Accepted Answer

Preliminary drafts not retained as evidence of agency decision-making

Answer

Preliminary drafts that are not kept as evidence of the decision-making process are typically classified as non-records and are excluded from formal retention schedules.

Question 5

What is the primary risk of 'format obsolescence' in long-term digital records preservation?

Accepted Answer

Software or hardware needed to read the record format may no longer be available

Answer

Format obsolescence occurs when the hardware or software needed to render a digital format is no longer available, making records unreadable even though the data still exists.

(CDIA) Certified Document Imaging Architect Practice Test

(CDIA) Certified Document Imaging Architect Practice Test

CDIA Records Management 5