Records Management and Public Records Flashcards
7 cards from real CERA practice questions. Tap to flip, then mark Knew It or Still Learning — missed cards come back until you master them.
Read the first 7 Records Management and Public Records flashcards as text
Which section of HAVA requires that election officials maintain certain records related to provisional ballots and voter registration for a minimum period?
Answer: Section 302
HAVA Section 302 requires election officials to maintain records related to provisional ballots and the reasons they were cast or rejected.
An election office must redact certain information before releasing voter registration records. Which tool or process is most appropriate for large-volume redaction of digital records?
Answer: Automated redaction software with audit logging
Automated redaction software efficiently handles large volumes of digital records while maintaining an audit log that demonstrates proper handling.
What is 'disposition' in the context of records management?
Answer: The final action taken with records after their retention period expires, such as destruction or transfer to archives
Disposition refers to the authorized final action on records — typically permanent destruction or transfer to a state archives — once the retention period has been met.
A state election office archives certain historical election records permanently. Who typically has authority over permanently archived government records at the state level?
Answer: The State Archives or equivalent records authority
State Archives (or a comparable state records authority) are responsible for permanently preserving historical government records at the state level.
Which of the following best describes a 'records series' in election office records management?
Answer: A group of related records that are created, used, and disposed of as a unit under one retention rule
A records series is a grouping of documents sharing the same function, format, and retention schedule, allowing consistent lifecycle management.
When transferring voter registration data to a successor election official, what is the most critical records management step to complete?
Answer: Document the transfer with a formal inventory and chain of custody record
A formal inventory and chain of custody record ensures accountability and verifies that all records were transferred accurately and completely.
Under the concept of 'open government,' election records are presumed to be public unless:
Answer: They are specifically exempt by statute or protected by a recognized privilege
The foundational principle of open-records law is a presumption of public access; exemptions must be grounded in specific statutory authority or recognized legal privileges.