CRM Technology & Information Systems Flashcards
6 cards from real CRM practice questions. Tap to flip, then mark Knew It or Still Learning — missed cards come back until you master them.
Read the first 6 CRM Technology & Information Systems flashcards as text
When implementing a new records management system, what should be completed FIRST?
Answer: Conduct a records inventory and needs assessment
A records inventory and needs assessment must be completed first to understand what records exist, how they are used, and what requirements the new system must meet.
What is a 'functional requirements document' in a records management system implementation?
Answer: A specification document outlining what capabilities the records management system must perform
A functional requirements document specifies the capabilities and behaviors a records management system must perform to meet the organization's operational and compliance needs.
In technology-assisted records management, what is 'auto-classification'?
Answer: Using algorithms or AI to categorize and file records based on their content or metadata
Auto-classification uses algorithms or artificial intelligence to automatically categorize and file records based on their content, metadata, or other attributes, improving efficiency and consistency.
What is the key benefit of using a centralized records repository compared to decentralized storage?
Answer: It provides consistent access controls, search capability, and retention enforcement across the organization
A centralized repository provides consistent access controls, unified search capability, and uniform retention enforcement across the organization, reducing duplication and compliance risks.
Which approach best describes 'records management by design' in new information systems?
Answer: Building records management requirements directly into new systems during their development
Records management by design integrates records management requirements—such as capture, classification, and retention—directly into new systems during their development phase rather than as an afterthought.
What is the primary records management concern when an organization adopts cloud storage?
Answer: Ensuring records remain accessible, secure, and subject to the organization's retention and disposition schedules
When adopting cloud storage, the primary concern is ensuring records remain accessible, secure, and subject to the organization's retention and disposition schedules regardless of the provider's location or policies.