Records Management Flashcards
7 cards from real CMC 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 flashcards as text
Under the principle of 'provenance' in archival science, records from different agencies should:
Answer: Be kept separate to reflect their originating office
The principle of provenance (respect des fonds) requires that records from different creating entities be kept separate and not intermingled.
A city adopts a new document imaging system. Which action ensures compliance with state records laws when original paper records are destroyed after scanning?
Answer: Obtaining statutory or regulatory authorization for destruction of originals
Most states require specific authorization before original paper records can be legally destroyed after imaging to ensure the copies are legally sufficient.
What is the purpose of a 'records inventory'?
Answer: To identify, describe, and locate all records held by an organization
A records inventory systematically identifies and documents all records in an organization, forming the foundation for developing retention schedules.
Which file format is generally recommended for long-term preservation of electronic text documents?
Answer: PDF/A (Archival PDF)
PDF/A is an ISO-standardized version of PDF designed for long-term archival of electronic documents, eliminating features that are unsuitable for preservation.
What is 'disposition' in the context of records management?
Answer: The final action taken on a record, such as destruction or transfer to archives
Disposition refers to the final action taken on records at the end of their retention period, which may include destruction, transfer to archives, or other authorized actions.
A public records request asks for the personnel file of a current city employee. Under most state laws, which portion is typically exempt from disclosure?
Answer: Home address and personal financial information
Personal information such as home addresses, Social Security numbers, and financial data in personnel files is typically exempt from public disclosure to protect employee privacy.
What is the role of the 'records liaison' in a decentralized municipal records program?
Answer: A departmental contact responsible for implementing records policies within their department
A records liaison is a designated departmental contact who coordinates records management activities, ensuring policies and schedules are followed within their department.