CDT Records Management & Compliance 3 — Questions and Answers
Question 1: What is the Gramm-Leach-Bliley Act's primary relevance to document management?
- It mandates electronic invoicing for financial institutions
- It requires financial institutions to protect customers' nonpublic personal information (Correct answer)
- It establishes retention periods for mortgage documents
- It governs records transfer between federal agencies
Correct answer: It requires financial institutions to protect customers' nonpublic personal information
GLBA requires financial institutions to implement safeguards to protect the security and confidentiality of customers' nonpublic personal information.
Question 2: Which term describes the process of moving records from active to inactive storage?
- Accession (Correct answer)
- Disposition
- Migration
- Indexing
Correct answer: Accession
Accession refers to the transfer of records from one location or custodian to another, such as from active office space to a records center.
Question 3: Under SOX Section 802, what is the criminal penalty for knowingly destroying documents relevant to a federal investigation?
- Up to 1 year imprisonment
- Up to 5 years imprisonment
- Up to 20 years imprisonment (Correct answer)
- Civil fines only, no imprisonment
Correct answer: Up to 20 years imprisonment
SOX Section 802 imposes criminal penalties of up to 20 years imprisonment for knowingly altering, destroying, or falsifying documents to obstruct a federal investigation.
Question 4: What is the primary advantage of a taxonomy in an electronic records management system?
- It reduces the need for metadata
- It provides a consistent classification structure for locating and managing records (Correct answer)
- It eliminates the need for a retention schedule
- It automatically converts records to PDF format
Correct answer: It provides a consistent classification structure for locating and managing records
A taxonomy provides a hierarchical classification structure that enables consistent filing, retrieval, and management of electronic records across the organization.
Question 5: Which standard provides a framework for managing business records in any format?
- ISO 9001
- ISO 15489 (Correct answer)
- ISO 27001
- ANSI Z39.50
Correct answer: ISO 15489
ISO 15489 is the international standard for records management, providing principles and requirements for creating, capturing, and managing records in any format.
Question 6: A records manager discovers that employees are storing official business emails in personal folders outside the ERMS. What is the best corrective action?
- Delete all personal folders immediately
- Issue a legal hold on all personal email folders
- Update policy, train staff, and implement auto-classification tools (Correct answer)
- Report the employees to HR for discipline
Correct answer: Update policy, train staff, and implement auto-classification tools
The best approach combines policy clarification, staff training, and technical controls like auto-classification to bring records into the official system.
Question 7: What does 'defensible disposition' mean in records management?
- Destroying records using NIST-approved shredding equipment
- Documenting and following approved retention schedules so destruction can be justified if challenged (Correct answer)
- Sending records to a licensed off-site vendor for destruction
- Obtaining legal counsel approval before any destruction
Correct answer: Documenting and following approved retention schedules so destruction can be justified if challenged
Defensible disposition means following documented, approved retention schedules and recording the destruction process so it can be justified legally if ever questioned.
CDT Records Management & Compliance 3
What is the Gramm-Leach-Bliley Act's primary relevance to document management?