Records and Information Management Flashcards
7 cards from real COA 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 and Information Management flashcards as text
Which of the following is an example of a 'finding aid' in records management?
Answer: An index or guide that helps locate records
A finding aid is a tool such as an index, database, or guide that helps users locate specific records within a filing system.
Under the Freedom of Information Act (FOIA), which category of records is generally EXEMPT from mandatory disclosure?
Answer: National security classified information
FOIA Exemption 1 protects classified national security information from mandatory public disclosure.
What is the purpose of a 'records freeze' or 'litigation hold' notice sent to employees?
Answer: To instruct employees to preserve records relevant to actual or anticipated litigation
A litigation hold notice directs employees to suspend normal disposition and preserve all records potentially relevant to a lawsuit or investigation.
Which metadata element is MOST critical for establishing the authenticity of an electronic record?
Answer: Author and date/time stamp
Author identity and date/time stamp metadata are essential for establishing who created a record and when, supporting its authenticity.
In records management, 'appraisal' refers to the process of:
Answer: Determining the value and appropriate retention period of records
Appraisal is the process of evaluating records to determine their administrative, legal, fiscal, or historical value and how long they should be retained.
What is the recommended approach when a single document relates to multiple subject headings in a subject filing system?
Answer: File the original under the primary subject and create cross-references for secondary subjects
The document is filed under its primary subject, and cross-reference sheets are placed in other applicable subject folders to direct users to the original.
Which storage media type is currently recommended for long-term archival preservation of digital records due to its stability?
Answer: Optical discs (such as M-DISC) or magnetic tape (LTO)
Archival-grade optical media (e.g., M-DISC) and LTO magnetic tape offer superior longevity and stability for long-term digital preservation compared to spinning hard drives or flash storage.