CRM CRM Disaster Recovery & Business Continuity 2 — Questions and Answers
Question 1: When classifying vital records, which of the following would typically be classified as 'Class 1 - Vital'?
- Routine internal meeting minutes
- Incorporation documents, financial account records, and personnel records needed to resume operations (Correct answer)
- Employee cafeteria menu archives
- Marketing brochures and promotional materials
Correct answer: Incorporation documents, financial account records, and personnel records needed to resume operations
Incorporation documents, financial account records, and personnel records needed to resume operations are classified as Class 1 - Vital because they are irreplaceable and essential.
Question 2: What is the recommended frequency for testing a records disaster recovery plan?
- Only when a disaster actually occurs
- At least annually, and after any significant change to systems or facilities (Correct answer)
- Every five years to minimize disruption
- Only when required by an external auditor
Correct answer: At least annually, and after any significant change to systems or facilities
Disaster recovery plans should be tested at least annually and after any significant change to ensure they remain effective and all staff know their roles.
Question 3: What does 'electronic vaulting' provide as a disaster recovery technique for records?
- Physical fireproof storage for paper documents
- Automatic, continuous or frequent backup of electronic records to a remote site (Correct answer)
- Encryption of records during legal hold
- A method for converting microfilm to digital format
Correct answer: Automatic, continuous or frequent backup of electronic records to a remote site
Electronic vaulting automatically backs up electronic records to a remote site continuously or frequently, providing near-real-time recovery capability.
Question 4: Which factor MOST determines how frequently vital records backups should be performed?
- The age of the existing backup media
- The volume of records created daily and the organization's acceptable data loss tolerance (RPO) (Correct answer)
- The preference of the records management director
- The cost of storage media available in the budget
Correct answer: The volume of records created daily and the organization's acceptable data loss tolerance (RPO)
Backup frequency is primarily determined by the volume of records created and the organization's RPO — its acceptable tolerance for data loss measured in time.
Question 5: After a disaster, what is the FIRST step a records manager should take?
- Begin scanning all surviving paper records immediately
- Assess the scope of records damage and loss before initiating recovery procedures (Correct answer)
- Contact vendors to purchase replacement storage equipment
- Notify all staff that records are unavailable
Correct answer: Assess the scope of records damage and loss before initiating recovery procedures
The first step is to assess the scope of damage and loss, as this assessment drives all subsequent recovery decisions and priorities.
Question 6: What role does a 'hot site' play in records disaster recovery?
- A secure room within the primary facility for storing vital records
- A fully equipped alternate facility where operations and records access can be restored almost immediately after a disaster (Correct answer)
- A server located in a warmer climate to prevent hardware freezing
- An archive facility for historical records no longer in active use
Correct answer: A fully equipped alternate facility where operations and records access can be restored almost immediately after a disaster
A hot site is a fully equipped alternate facility where operations and records access can be restored almost immediately, minimizing downtime after a disaster.
CRM CRM Disaster Recovery & Business Continuity 2
When classifying vital records, which of the following would typically be classified as 'Class 1 - Vital'?