Records and Information Management Flashcards

Which retention schedule approach assigns retention periods based on the function a record serves rather than its physical format?

Answer: Functional retention scheduling

Functional retention scheduling ties retention periods to the business function or activity the record documents, regardless of its format.

When a record is placed on a legal hold, which normal records management activity is suspended?

Answer: Disposition (destruction or transfer)

A legal hold suspends the scheduled destruction or transfer of records that may be relevant to pending or anticipated litigation.

What is the primary purpose of a records inventory?

Answer: To identify and document all existing records in an organization

A records inventory catalogs all existing records, their locations, formats, and volumes, forming the foundation for a records management program.

In alphabetic filing, how is the surname 'MacDonald' typically indexed?

Answer: As MACDONALD (one unit, as written)

Standard ARMA rules index names as they are written, so 'MacDonald' is treated as one unit: MACDONALD.

Which document describes the overall philosophy, objectives, and authority for an organization's records management program?

Answer: Records management policy

A records management policy establishes the authority, scope, and guiding principles for managing records across the organization.

The term 'vital records' in records management refers to records that are:

Answer: Essential to resume operations after a disaster

Vital records are those essential to an organization's ability to continue or resume critical operations following a disaster or emergency.

When filing correspondence using the subject filing method, what is the FIRST step?

Answer: Assign a subject heading to the document

The first step in subject filing is determining the appropriate subject heading under which the document should be classified.