Electronic Records Management Flashcards
7 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 7 Electronic Records Management flashcards as text
What is the primary purpose of an Electronic Document Management System (EDMS)?
Answer: To capture, store, manage, and retrieve electronic records throughout their lifecycle
An EDMS is designed to capture, store, manage, and retrieve electronic documents and records throughout their entire lifecycle.
Which metadata element is most critical for establishing the authenticity of an electronic record?
Answer: Creation date and time stamp
Creation date and time stamps are critical metadata elements that establish when a record was created, directly supporting authenticity claims.
What does 'digital preservation' primarily aim to ensure?
Answer: Long-term access to digital records regardless of technological change
Digital preservation ensures that electronic records remain accessible and usable over the long term despite inevitable changes in hardware and software technology.
Which file format is most widely recommended for the long-term preservation of text-based electronic records?
Answer: PDF/A
PDF/A (PDF for Archiving) is an ISO-standardized version of PDF (ISO 19005) specifically designed for long-term preservation of electronic documents.
What is a 'born-digital' record?
Answer: A record created in digital format from its inception without a physical original
A born-digital record is one that was originally created in digital format, as opposed to a digitized record which was converted from a physical source.
Which mechanism ensures that unauthorized changes to electronic records can be detected?
Answer: Cryptographic checksums or hash values
Cryptographic checksums and hash values create a unique digital fingerprint of a file, enabling detection of any unauthorized alterations to electronic records.
What is the primary function of an audit trail in electronic records management?
Answer: To provide a chronological log of all system activities, accesses, and modifications
An audit trail provides a chronological log of all activities, accesses, and changes made to electronic records, supporting accountability and legal admissibility.