Records Management & Retention 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 & Retention flashcards as text
What is the difference between a 'record copy' and a 'convenience copy' in records management?
Answer: Record copies are the official version subject to retention schedules; convenience copies are duplicates for reference only
The record copy is the official version of a document subject to the retention schedule, while convenience copies are duplicates that can be destroyed when no longer needed.
Which method is recommended for the secure destruction of confidential paper records?
Answer: Cross-cut shredding or incineration with a certificate of destruction
Cross-cut shredding or incineration, accompanied by a certificate of destruction, is the accepted method for securely destroying confidential paper records.
Under most state public records laws, when does the clock start for a records request response deadline?
Answer: When the request is received by the agency
Most state statutes start the response clock when the agency receives the request, not when it is processed or logged.
What is 'born-digital' content in a records management context?
Answer: Records that originate and exist only in electronic form
Born-digital records are created and managed in electronic form from the outset, never existing as paper originals.
A city council adopts a resolution. Who is typically responsible for authenticating the official record of that resolution?
Answer: The municipal clerk
The municipal clerk is the official custodian of public records and is responsible for authenticating resolutions, ordinances, and minutes.
Which principle guides how long a record should be retained when multiple retention schedules conflict?
Answer: Apply the longest applicable retention period to ensure compliance
When conflicting retention schedules apply, the safest and generally accepted practice is to retain the record for the longest required period.
What type of audit trail is essential for an Electronic Document Management System (EDMS)?
Answer: A metadata log capturing who accessed, modified, or deleted records and when
An EDMS must maintain a metadata audit trail recording access, modifications, and deletions with timestamps and user identifiers to ensure records integrity.