Document Lifecycle Management Flashcards
7 cards from real CDT practice questions. Tap to flip, then mark Knew It or Still Learning — missed cards come back until you master them.
Read the first 7 Document Lifecycle Management flashcards as text
When a document management system assigns a unique identifier to each document at the point of capture, this supports which lifecycle principle?
Answer: Unique identification
Unique identification ensures that each record can be distinctly located, retrieved, and tracked throughout its entire lifecycle.
Which activity is part of the 'appraisal' stage in archival document management?
Answer: Determining the long-term value and appropriate disposition of records
Appraisal is the process of evaluating records to determine whether they have sufficient value to warrant permanent preservation or can be destroyed.
A document that is regularly updated and has multiple versions in circulation requires which lifecycle management control?
Answer: Version control
Version control tracks changes to a document over time, ensuring users can identify the current authoritative version and access prior versions when needed.
Under the US Federal Records Act, agencies must transfer permanently valuable records to which body at the end of their retention period?
Answer: The National Archives and Records Administration (NARA)
NARA is responsible for preserving permanently valuable federal records and setting standards for federal records management.
Which lifecycle management challenge is most commonly introduced when an organization migrates to a new document management platform?
Answer: Loss of metadata and context during data migration
Data migration can cause metadata fields to be dropped, corrupted, or incorrectly mapped, compromising the integrity and context of records.
What is the purpose of a 'file plan' in document lifecycle management?
Answer: A hierarchical structure that organizes records by function and links them to retention rules
A file plan provides a logical classification scheme that organizes records by business function and maps them to applicable retention and disposition instructions.
Which scenario best illustrates the concept of 'records continuum' as opposed to the traditional lifecycle model?
Answer: Records are simultaneously managed for current use and archival purposes, with overlapping activities rather than discrete phases
The records continuum model views records management as a set of overlapping, simultaneous activities rather than a linear sequence of discrete stages.