CRM Study Guide 2026

Format obsolescence occurs when software to read a digital format no longer exists, making records inaccessible despite being physically intact.

Records reconstruction involves recreating lost or damaged records using alternate sources—backups, partner records, or related documents—when originals cannot be recovered.

Delegation assigns tasks and authority based on skills while the leader maintains ultimate accountability.

Requiring authorized approval before destroying records ensures that the disposition process is compliant with legal, regulatory, and organizational policies. This step verifies that the records have met their full retention period, are not subject to any legal holds, and that their destruction is properly documented. It provides an audit trail and prevents the premature or unauthorized destruction of valuable information.

Audit logs or trails provide a chronological record of activities, such as who accessed a record, when, and what changes were made. These logs serve as irrefutable evidence of compliance with data access, security, and retention policies. They are essential for demonstrating accountability and transparency during internal or external audits.

The principle of 'least privilege' in access control dictates that users, programs, or processes should be granted only the minimum level of access permissions necessary to perform their specific tasks. This minimizes the potential damage from accidental errors, misuse, or malicious activity, as it restricts what an unauthorized individual or compromised account can access or alter.