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
Which preservation strategy is most effective for ensuring long-term accessibility of digital records?
Answer: Migrating records to open, non-proprietary file formats and updating them as technology changes
Migrating digital records to open, non-proprietary formats protects against software obsolescence and ensures long-term accessibility.
Under the Uniform Electronic Transactions Act (UETA), what standard must an electronic record meet to be legally equivalent to a paper record?
Answer: It must accurately reflect the information set forth and remain accessible for the period required
UETA requires that electronic records accurately reflect the original information and remain accessible to all parties entitled to access for the required retention period.
What is the function of a 'file plan' in a records management program?
Answer: A structured outline that organizes records series into logical groupings with assigned retention periods
A file plan organizes records into a logical hierarchy of categories and series, each linked to its retention period, enabling consistent classification and retrieval.
When a city department head asks the clerk to destroy records that are still within their retention period to free up office space, what should the clerk do?
Answer: Deny the request, citing the applicable retention schedule and legal requirements
Records must be retained for their legally required period regardless of storage convenience; premature destruction can expose the municipality to legal liability.
Which term describes the chain of custody and unbroken control maintained over a record from creation to final disposition?
Answer: Records continuum / custody chain
Maintaining a continuous chain of custody documents who controlled a record at each stage, supporting its authenticity and admissibility.
A municipal clerk is implementing a new records management software system. Which action best protects the integrity of legacy records during migration?
Answer: Verify migrated records against originals through a sample audit before decommissioning the old system
Conducting a sample audit comparing migrated records against originals ensures data integrity before the old system is retired.
What role does the Government Records Council (GRC) or equivalent state body play in municipal records management?
Answer: It provides oversight, issues advisory opinions, and hears complaints about public records access denials
State bodies like the Government Records Council provide oversight of public records laws, issue guidance, and adjudicate disputes over access denials.