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
An organization wants to ensure its electronic records remain readable 50 years from now. Which strategy best addresses this concern?
Answer: Implementing a format migration and digital preservation program
A digital preservation program includes format migration and emulation strategies to ensure records remain accessible as technology evolves.
Which document lifecycle management practice helps organizations demonstrate compliance during a regulatory audit?
Answer: Maintaining accurate, complete records with documented retention and disposition actions
Documented retention schedules and audit trails of disposition actions provide auditors with evidence of regulatory compliance.
What is 'functional appraisal' in the context of records management?
Answer: Assessing the value of records based on the business functions they document rather than their content alone
Functional appraisal determines the value of records by analyzing the importance of the business function they reflect, rather than reviewing each document individually.
Which of the following is the best example of a 'trigger event' that starts a retention period?
Answer: The date a contract expires or an employee terminates
Trigger events such as contract expiration or employment termination mark the point from which the retention clock begins to run.
A CDT candidate is reviewing a records schedule and notices a record series with a 'GRS' designation. What does this mean?
Answer: The records are covered under NARA's General Records Schedule, applicable to common federal administrative records
NARA's General Records Schedules (GRS) authorize disposition of common administrative records for all federal agencies without requiring individual agency schedules.
Which lifecycle management control prevents unauthorized access to sensitive records during the active use phase?
Answer: Role-based access control (RBAC)
Role-based access control restricts document access to authorized users based on their job function, protecting sensitive records during active use.
When planning document storage for a new records management system, which factor should be weighted most heavily for records with a 25-year retention period?
Answer: Media longevity and format stability over the full retention period
For long-term retention, media longevity and format stability are paramount to ensure records remain accessible and readable throughout the full retention period.