Records Management Principles 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 Records Management Principles flashcards as text
What concept describes the chain of custody and ownership history of a record from creation to final disposition?
Answer: Custodial history
Custodial history tracks who has had custody of a record over time, which is important for establishing authenticity and evidentiary value.
According to the records lifecycle model, which phase immediately follows the creation phase?
Answer: Distribution/Use
After a record is created, it enters the distribution and active use phase, during which it is accessed and referenced for business purposes.
Which federal law primarily governs the management of records created by U.S. federal agencies?
Answer: Federal Records Act (FRA)
The Federal Records Act establishes requirements for creating, managing, and disposing of records generated by U.S. federal executive branch agencies.
In an Electronic Document and Records Management System (EDRMS), what is the role of a 'disposition authority'?
Answer: Official approval that authorizes the destruction or transfer of records
A disposition authority is the official legal sanction that permits an organization to destroy or transfer records at the end of their retention period.
What is the purpose of a 'records inventory'?
Answer: To identify and document all records held by an organization
A records inventory systematically identifies, describes, and locates all records within an organization, forming the foundation for developing a retention schedule.
Which type of records storage is characterized by records that are no longer needed for daily operations but must be retained for legal or historical reasons?
Answer: Semi-active (inactive) storage
Semi-active or inactive storage holds records that are infrequently accessed but still within their mandatory retention period, often in lower-cost off-site facilities.
The Sarbanes-Oxley Act (SOX) Section 802 primarily affects records management by doing which of the following?
Answer: Making it a federal crime to alter, destroy, or falsify records related to federal investigations
SOX Section 802 criminalizes the destruction, alteration, or falsification of records in federal investigations and bankruptcy proceedings.