CRM Cheat Sheet 2026

The 30 highest-yield CRM facts, distilled from real exam questions. Print it, save it as a PDF, or study it here — free, no sign-up.

1. After a disaster, what is the FIRST step a records manager should take? → Assess the scope of records damage and loss before initiating recovery procedures
2. The 'trigger event' in a retention schedule is best defined as: → The date or action that starts the clock on a record's retention period
3. What is financial forecasting in CRM practice? → Predicting future conditions based on historical data and trends
4. Which retention period would MOST likely be assigned to routine administrative correspondence with no legal or fiscal significance? → 1–3 years
5. What is scope creep in CRM project management? → Uncontrolled scope expansion without adjusting time, cost, or resources
6. What is the recommended frequency for testing a records disaster recovery plan? → At least annually, and after any significant change to systems or facilities
7. A 'general records schedule' (GRS) differs from an agency-specific schedule in that it: → Covers common administrative records found across multiple agencies or organizations
8. Which file format is generally recommended for long-term digital preservation of text documents? → PDF/A (Archival PDF)
9. Which document formally authorizes the write-off of records damaged beyond recovery in a disaster? → A certificate of destruction or records loss report authorized by appropriate management
10. What is the triple constraint in CRM project management? → The interdependent relationship between scope, time, and cost
11. How should CRM professionals handle difficult conversations? → Prepare key points, remain calm, focus on facts, seek solutions
12. Why is data visualization important in CRM reporting? → It makes complex patterns easier to understand and communicate
13. What is a compliance audit in CRM practice? → A systematic review verifying adherence to requirements and policies
14. What is scope creep in CRM project management? → Uncontrolled scope expansion without adjusting time, cost, or resources
15. What is succession planning in CRM management? → Developing internal talent for future key leadership positions
16. What does residual risk mean in CRM practice? → Risk remaining after all controls are implemented
17. Which standard provides guidance for managing electronic records and is widely referenced in US federal records management? → DoD 5015.2 Design Criteria Standard for Electronic Records Management
18. Which of the following is an example of applying a 'cutoff' rule to a record series? → Closing a file at fiscal year end before beginning the retention countdown
19. In electronic records management, what is a 'checksum' used for? → Verifying the integrity of a digital file by detecting any changes or corruption
20. The principle of 'defensible disposition' means that an organization can demonstrate that records destruction was: → Authorized, documented, consistent, and suspended when a legal hold was in effect
21. In records management technology, what does 'migration' refer to? → Transferring records from one system or format to another while preserving their integrity
22. What is the purpose of data analysis in CRM practice? → Transforming raw data into insights for informed decision-making
23. What is 'emulation' as a digital preservation strategy? → Mimicking obsolete hardware or software environments to run legacy files on modern systems
24. What are the five process groups in CRM project management? → Initiating, Planning, Executing, Monitoring & Controlling, Closing
25. Why is documentation critical in CRM compliance? → It provides evidence of compliance and defensible records
26. What is the first step in CRM risk assessment? → Identifying potential hazards and threats
27. What is the primary goal of risk management in records management? → To minimize the risks of legal and security breaches associated with record management.
28. What is a near-miss report in CRM practice? → Documentation of an event that could have caused harm but did not
29. What is a work breakdown structure in CRM practice? → Hierarchical decomposition of deliverables into manageable work packages
30. In a function-based retention schedule, records are organized according to: → The business function or activity that created the records