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 'migration' as a digital preservation strategy in electronic records management?
Answer: Transferring records from one technology to another to ensure continued access
Migration involves transferring electronic records from one technology platform or file format to another to ensure they remain accessible as the original technology becomes obsolete.
Which digital preservation strategy involves using software to replicate the behavior of obsolete technology on modern systems?
Answer: Emulation
Emulation involves creating software that mimics the behavior of obsolete hardware or software, allowing access to records in their original format without altering the files.
What is a Records Management Application (RMA)?
Answer: Software that manages the full lifecycle of records according to defined organizational policies
An RMA is specialized software designed to manage records according to organizational policies, including retention scheduling, disposition, and access controls throughout the records lifecycle.
Which DoD standard establishes design criteria requirements for electronic records management software applications used by federal agencies?
Answer: DoD 5015.2
DoD 5015.2 (Design Criteria Standard for Electronic Records Management Software Applications) establishes requirements for RMA software used by DoD and other federal agencies.
What does 'chain of custody' mean in the context of electronic records?
Answer: The documented chronological sequence of possession and control of a record
Chain of custody documents the chronological sequence of possession and handling of a record, which is essential for establishing authenticity and legal admissibility in court.
What is a 'disposition authority' in the context of electronic records management?
Answer: Official approval authorizing a specific records disposition action such as transfer or destruction
A disposition authority is the official authorization that permits the transfer, destruction, or other disposition of records in accordance with the approved records retention schedule.
Which characteristic distinguishes an official electronic record from a non-record copy?
Answer: Created or received in the transaction of official business and retained for its evidential or informational value
An official record is distinguished by being created or received in the conduct of official business and retained because of the evidence it provides of activities or the information it contains.