CDT Implementation & Configuration 2 — Questions and Answers
Question 1: When configuring a document management system (DMS) for a multi-department organization, which approach best ensures role-based access control is properly implemented?
- Assign all users administrator rights to avoid access issues
- Define permission groups aligned to job functions and assign users to appropriate groups (Correct answer)
- Grant access on a per-document basis for maximum granularity
- Use a single shared login to simplify user management
Correct answer: Define permission groups aligned to job functions and assign users to appropriate groups
Role-based access control is best implemented by creating permission groups that mirror job functions, then assigning users to those groups to enforce least-privilege principles.
Question 2: During DMS configuration, an administrator needs to set up automatic document retention policies. Which configuration parameter is MOST critical to define first?
- The document file format conversion settings
- The retention schedule tied to document type and regulatory requirements (Correct answer)
- The optical character recognition (OCR) engine accuracy threshold
- The network bandwidth allocation for document transfers
Correct answer: The retention schedule tied to document type and regulatory requirements
Retention schedules must be defined first because they govern how long specific document types are legally required to be kept, forming the basis of all retention policy configuration.
Question 3: A CDT professional is configuring index fields for a scanned invoice repository. Which indexing strategy reduces manual data entry while maintaining searchability?
- Manual indexing of every field by data entry operators
- Zone OCR extraction mapped to predefined index fields (Correct answer)
- Storing all invoices in a single folder without index fields
- Using file creation date as the only index field
Correct answer: Zone OCR extraction mapped to predefined index fields
Zone OCR automatically extracts data from predefined areas of a document and populates index fields, significantly reducing manual entry while enabling full searchability.
Question 4: When implementing a workflow engine within a DMS, what is the primary purpose of defining escalation rules?
- To compress documents when storage space is low
- To automatically reassign or notify stakeholders when tasks exceed time thresholds (Correct answer)
- To convert documents from TIFF to PDF format
- To restrict users from printing sensitive documents
Correct answer: To automatically reassign or notify stakeholders when tasks exceed time thresholds
Escalation rules trigger automatic reassignment or notifications when workflow tasks are not completed within a defined time period, preventing bottlenecks.
Question 5: During system implementation, a project team is configuring full-text search indexing. Which document format limitation should be addressed during configuration planning?
- PDF files cannot be stored in a DMS
- Image-only PDFs require OCR processing before full-text indexing is possible (Correct answer)
- Full-text indexing only works with documents smaller than 1 MB
- Microsoft Word files are not compatible with any DMS platform
Correct answer: Image-only PDFs require OCR processing before full-text indexing is possible
Image-only PDFs contain no machine-readable text, so OCR must be applied during ingestion to extract text before full-text indexing can index the content.
Question 6: A CDT is configuring a document capture station. The organization needs to capture documents at 300 DPI. What is the primary reason this resolution is commonly specified for text documents?
- 300 DPI is the maximum resolution any scanner can produce
- 300 DPI provides sufficient image quality for accurate OCR and readable reproductions without excessive file sizes (Correct answer)
- 300 DPI is required by all federal records management regulations
- 300 DPI eliminates the need for image compression
Correct answer: 300 DPI provides sufficient image quality for accurate OCR and readable reproductions without excessive file sizes
300 DPI is the industry standard for text document scanning because it balances OCR accuracy, visual legibility, and manageable file size.
Question 7: When configuring a DMS to integrate with an existing ERP system, which integration method provides real-time document linking without duplicating data?
- Periodically exporting ERP data to CSV files for manual import
- Using API-based integration that stores document references in the ERP and documents in the DMS (Correct answer)
- Storing all documents directly inside the ERP database
- Printing ERP records and rescanning them into the DMS
Correct answer: Using API-based integration that stores document references in the ERP and documents in the DMS
API-based integration keeps documents in the DMS while storing document references (links) in the ERP, enabling real-time access without data duplication.
CDT Implementation & Configuration 2
When configuring a document management system (DMS) for a multi-department organization, which approach best ensures role-based access control is properly implemented?