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
What is the 'records continuum' model, as contrasted with the traditional 'lifecycle' model?
Answer: A model viewing records as continuously used across multiple dimensions rather than passing through sequential stages
The records continuum model views records as continuously used across time, space, and purpose, contrasting with the lifecycle model's linear stages from creation to disposition.
When must a municipal clerk issue a certificate of records destruction?
Answer: After records are destroyed in accordance with an approved retention schedule
A certificate of records destruction documents that records were destroyed according to an approved schedule, providing legal proof that destruction was authorized.
Which concept requires that electronic records management systems track every action performed on a record?
Answer: Audit trail (audit log)
An audit trail automatically records every action taken on a record, including creation, access, modification, and deletion, supporting accountability and legal admissibility.
A city clerk discovers that a records series is not covered by the current retention schedule. The appropriate immediate action is to:
Answer: Consult with legal counsel and the state records authority to determine proper retention
When a records series lacks a scheduled retention period, the clerk should consult legal counsel and the state records authority before taking any disposition action.
What is 'microfilming' still used for in municipal records management today?
Answer: Long-term preservation of high-value records due to its 500-year durability
Microfilm remains valued for long-term preservation because it has a proven 500-year lifespan and requires no proprietary technology to read.
Under the Americans with Disabilities Act (ADA), municipalities must ensure that public records are:
Answer: Accessible to individuals with disabilities upon request in appropriate formats
The ADA requires that municipalities provide records in accessible formats for individuals with disabilities, ensuring equal access to public information.
Which best practice minimizes the risk of 'digital obsolescence' for electronic records?
Answer: Migrating records to current, open file formats before technology becomes obsolete
Periodic migration of electronic records to current open-standard formats prevents loss of access when older technologies become obsolete.