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
The Freedom of Information Act (FOIA) applies directly to which level of government?
Answer: Federal agencies only
FOIA applies exclusively to federal agencies; state and local governments are governed by their own public records or sunshine laws.
A clerk's office uses a hybrid filing system with both paper and electronic records. Which practice is most important for long-term retrieval?
Answer: Maintaining consistent metadata standards and a unified records index across both formats
Consistent metadata and a unified index ensure records can be located and retrieved regardless of format, which is critical for hybrid systems.
What is 'disposition authority' in records management?
Answer: Official authorization, typically from a state archives or records board, permitting the destruction or transfer of records
Disposition authority is the legal authorization — usually from the state archives or a records management board — required before records can be destroyed or permanently transferred.
Which records are typically exempt from public disclosure under most state public records laws?
Answer: Pending litigation case files and certain law enforcement investigative records
Most state open-records laws exempt records related to active litigation and law enforcement investigations to protect legal strategy and ongoing operations.
In records management, what does 'active records' mean?
Answer: Records needed frequently for current operations and kept in accessible storage
Active records are those used frequently for day-to-day operations and must be stored in locations that allow quick and easy access.
A city clerk is asked to certify a copy of an ordinance. What does certification confirm?
Answer: That the copy is a true and accurate reproduction of the official record
Certification by the municipal clerk attests that the copy is a true, accurate, and complete reproduction of the official record on file in the clerk's office.
What is the purpose of a 'records inventory' in establishing a records management program?
Answer: To identify and document all records series, their location, volume, and current retention practices
A records inventory systematically identifies all records series, their formats, locations, and existing retention periods — the foundation for building a compliant retention schedule.