Retention Scheduling & Disposition Flashcards
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Read the first 7 Retention Scheduling & Disposition flashcards as text
What is the primary purpose of a records retention schedule?
Answer: To establish how long records must be kept and when they may be disposed of
A records retention schedule defines the retention period for each record series and specifies authorized disposition actions, ensuring legal compliance and efficient records management.
Which factor is LEAST likely to influence the retention period assigned to a record series?
Answer: The color of the folder used to store the records
Physical storage characteristics like folder color have no bearing on retention periods; periods are driven by legal, operational, fiscal, and historical value.
In records management, the term 'disposition' refers to:
Answer: The final action taken on records at the end of their retention period
Disposition is the authorized action taken on records whose retention period has expired, which may include destruction, transfer to archives, or permanent preservation.
A legal hold (litigation hold) requires an organization to:
Answer: Suspend normal retention schedules and preserve relevant records indefinitely until legal matters are resolved
A legal hold suspends the normal disposition of records that may be relevant to anticipated or ongoing litigation to avoid spoliation and comply with discovery obligations.
Which of the following best describes a 'record series' in the context of retention scheduling?
Answer: A group of related records arranged and evaluated as a unit for retention purposes
A record series is a group of similar or related records that are normally used and filed as a unit and can be evaluated as a unit for retention scheduling.
The 'trigger event' in a retention schedule is best defined as:
Answer: The date or action that starts the clock on a record's retention period
The trigger event is the event or date (such as contract expiration, fiscal year end, or employee termination) that marks the beginning of a record's retention countdown.
Under the generally accepted records management principle, 'ARMA's Principles of Information Governance' (the 'Generally Accepted Recordkeeping Principles'), the principle of 'Availability' requires that:
Answer: Records are accessible and retrievable in a timely manner to authorized users
The Availability principle requires that an organization maintain records in a manner that ensures timely, efficient, and accurate retrieval by authorized personnel.