Records Lifecycle Management Flashcards

Which phase of the records lifecycle involves transferring inactive records from office space to lower-cost storage?

Answer: Semi-active storage

Semi-active storage (often off-site or a records center) holds records that are referenced infrequently but not yet eligible for disposition.

A litigation hold overrides a scheduled disposition because it:

Answer: Suspends destruction until legal proceedings conclude

A litigation hold (legal hold) suspends normal retention schedules to preserve evidence relevant to anticipated or active litigation.

The term 'cutoff' in records management refers to:

Answer: The point at which a file is closed and retention begins

A cutoff is the event or date that closes a file and triggers the start of its retention period countdown.

Which activity is NOT part of the disposition phase of the records lifecycle?

Answer: Indexing for retrieval

Indexing for retrieval is a creation/capture activity, not a disposition action; disposition involves destruction, transfer, or migration.

A 'box-level inventory' at a records center captures:

Answer: Container information, date ranges, and disposition dates

Box-level inventories record container ID, contents description, date range, and scheduled destruction date without itemizing each document.

Under the US Federal Records Act, what must agencies do before destroying federal records?

Answer: Obtain approval from NARA

Federal agencies must have NARA-approved records schedules authorizing destruction before any federal records can be legally disposed of.

Which concept describes the unbroken sequence of custody and control over records from creation to disposition?

Answer: Chain of custody

Chain of custody documents who held records at each point, supporting authenticity and legal admissibility throughout the lifecycle.