CDT Document Lifecycle Management 2 — Questions and Answers
Question 1: Which phase of the document lifecycle involves converting physical records into digital format for long-term preservation?
- Disposition
- Digitization (Correct answer)
- Distribution
- Declaration
Correct answer: Digitization
Digitization converts physical documents into digital formats to improve accessibility and support long-term preservation goals.
Question 2: A records manager needs to ensure documents are authentic and unaltered over time. Which concept addresses this requirement?
- Document versioning
- Records integrity (Correct answer)
- Access control
- Metadata tagging
Correct answer: Records integrity
Records integrity ensures that documents remain complete, accurate, and unaltered throughout their lifecycle.
Question 3: What is the primary purpose of a document disposition schedule?
- To assign ownership of documents to specific departments
- To define how long records must be kept and what happens afterward (Correct answer)
- To establish document naming conventions
- To outline the workflow for document approvals
Correct answer: To define how long records must be kept and what happens afterward
A disposition schedule specifies retention periods and authorizes the transfer, destruction, or permanent preservation of records.
Question 4: Which term describes the secure deletion of records in a manner that prevents reconstruction of their content?
- Archiving
- Redaction
- Sanitization (Correct answer)
- Expungement
Correct answer: Sanitization
Sanitization refers to the process of irreversibly removing or destroying data so that sensitive information cannot be recovered.
Question 5: An organization places a hold on the destruction of all contracts related to pending litigation. What is this action called?
- Retention extension
- Legal hold (Correct answer)
- Document freeze
- Compliance lock
Correct answer: Legal hold
A legal hold suspends normal disposition activities to preserve records that may be relevant to legal proceedings.
Question 6: In document lifecycle management, 'vital records' are best described as:
- Records older than 10 years that have historical significance
- Records essential to an organization's continued operation during or after a disaster (Correct answer)
- Records generated by executive leadership only
- Records that must be retained permanently under federal law
Correct answer: Records essential to an organization's continued operation during or after a disaster
Vital records are those critical to resuming or continuing essential business functions in the event of an emergency or disaster.
Question 7: Which action is most appropriate when a document reaches the end of its retention period and no legal hold applies?
- Transfer to active file storage
- Apply a new retention period and restart the clock
- Execute approved disposition per the records schedule (Correct answer)
- Send to an off-site storage facility indefinitely
Correct answer: Execute approved disposition per the records schedule
When retention expires and no exceptions apply, the authorized disposition action from the records schedule should be carried out.
CDT Document Lifecycle Management 2
Which phase of the document lifecycle involves converting physical records into digital format for long-term preservation?