COA Records and Information Management 2

Question 1

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

Accepted Answer

Functional retention scheduling

Answer

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

Question 2

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

Accepted Answer

Disposition (destruction or transfer)

Answer

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

Question 3

What is the primary purpose of a records inventory?

Accepted Answer

To identify and document all existing records in an organization

Answer

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

Question 4

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

Accepted Answer

As MACDONALD (one unit, as written)

Answer

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

Question 5

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

Accepted Answer

Records management policy

Answer

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

(COA) Certified Office Administration Practice Test