CMC Records Management 3

Question 1

What is the primary purpose of a records management program in a municipal government?

Accepted Answer

To ensure records are created, maintained, and disposed of in a systematic way

Answer

A records management program ensures that records are systematically created, organized, maintained, accessible, and disposed of in accordance with legal and operational requirements.

Question 2

Which organization publishes widely referenced standards for managing electronic records, including ANSI/AIIM standards?

Accepted Answer

Association for Intelligent Information Management (AIIM)

Answer

AIIM (Association for Intelligent Information Management) publishes ANSI/AIIM standards widely used as benchmarks for electronic records and information management.

Question 3

A clerk is asked to produce records under a litigation hold. What does this require?

Accepted Answer

Suspending normal retention schedules and preserving relevant records

Answer

A litigation hold requires suspending routine destruction of potentially relevant records to ensure they are preserved for legal proceedings.

Question 4

What is the difference between a record and a non-record in municipal government?

Accepted Answer

Records document official actions; non-records are convenience copies or transitory items

Answer

Records document official functions and decisions, while non-records include transitory items like routing slips, duplicates, and personal notes not needed for official business.

Question 5

Which storage environment is recommended for preserving paper records with permanent retention value?

Accepted Answer

Stable, cool temperature (60-70°F) with low relative humidity (30-50%)

Answer

Archival paper records are best preserved in cool, stable temperatures and low humidity to slow chemical degradation.

(CMC) Certified Municipal Clerk Practice Test

(CMC) Certified Municipal Clerk Practice Test

CMC Records Management 3