CMC Records Management & Retention 3

Question 1

What is the difference between a 'record copy' and a 'convenience copy' in records management?

Accepted Answer

Record copies are the official version subject to retention schedules; convenience copies are duplicates for reference only

Answer

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.

Question 2

Which method is recommended for the secure destruction of confidential paper records?

Accepted Answer

Cross-cut shredding or incineration with a certificate of destruction

Answer

Cross-cut shredding or incineration, accompanied by a certificate of destruction, is the accepted method for securely destroying confidential paper records.

Question 3

Under most state public records laws, when does the clock start for a records request response deadline?

Accepted Answer

When the request is received by the agency

Answer

Most state statutes start the response clock when the agency receives the request, not when it is processed or logged.

Question 4

What is 'born-digital' content in a records management context?

Accepted Answer

Records that originate and exist only in electronic form

Answer

Born-digital records are created and managed in electronic form from the outset, never existing as paper originals.

Question 5

A city council adopts a resolution. Who is typically responsible for authenticating the official record of that resolution?

Accepted Answer

The municipal clerk

Answer

The municipal clerk is the official custodian of public records and is responsible for authenticating resolutions, ordinances, and minutes.

(CMC) Certified Municipal Clerk Practice Test

(CMC) Certified Municipal Clerk Practice Test

CMC Records Management & Retention 3