Records Retention & Disposition 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 Retention & Disposition flashcards as text
A legal hold is lifted after litigation concludes. What should the records manager do next regarding affected records?
Answer: Resume normal retention schedules and destroy records that have met their retention period
Once a legal hold is lifted, the records manager should evaluate each record against the retention schedule and dispose of any that have already met their retention period.
What is 'media migration' and why is it relevant to records retention?
Answer: Converting records to new formats or storage media to ensure long-term accessibility
Media migration converts records to current formats or storage technology to prevent obsolescence, ensuring records remain accessible throughout their full retention period.
Under HIPAA, covered entities must retain medical records and documentation for a minimum of how many years from the date of creation or last effective date?
Answer: 6 years
HIPAA requires covered entities to retain documentation (such as policies and procedures) for 6 years from the date of creation or last effective date, whichever is later.
A records manager is building a retention schedule and must balance two state laws with different retention periods for the same record type. Which approach is correct?
Answer: Apply the longer period to ensure compliance with both laws
When multiple laws apply, the records manager must retain records for the longer period to ensure compliance with all applicable legal requirements simultaneously.
Which of the following describes 'deaccession' in archival records management?
Answer: The removal of records from an archival collection for transfer or destruction
Deaccession is the formal process of removing records from an archival collection, which may result in transfer to another institution or authorized destruction.
What role does a 'records inventory' play in developing a retention schedule?
Answer: It identifies what records exist, where they are located, and in what format, serving as the foundation for scheduling
A records inventory surveys all existing record series, their locations, formats, and volumes, providing the baseline data needed to develop an accurate retention schedule.
Which concept describes the legally recognized principle that organizations must not destroy records once they are aware that litigation or investigation is reasonably anticipated?
Answer: Spoliation
Spoliation refers to the destruction or alteration of evidence once litigation is reasonably anticipated; it can result in severe legal sanctions including adverse inference instructions.