CRM CRM Technology & Systems Management 2 — Questions and Answers
Question 1: Which standard provides guidance on metadata for records management systems?
- ISO 15489
- ISO 23081 (Correct answer)
- ISO 27001
- ANSI/AIIM MS50
Correct answer: ISO 23081
ISO 23081 provides guidance specifically on metadata for records management, complementing the broader records management framework in ISO 15489.
Question 2: What does 'format obsolescence' pose as a risk to digital records?
- Increased storage costs over time
- Records becoming inaccessible because software to read the format no longer exists (Correct answer)
- Physical deterioration of storage media
- Unauthorized access by external parties
Correct answer: Records becoming inaccessible because software to read the format no longer exists
Format obsolescence occurs when software to read a digital format no longer exists, making records inaccessible despite being physically intact.
Question 3: In records management, what is an 'enterprise content management' (ECM) system?
- A system exclusively for managing email communications
- A comprehensive platform for capturing, managing, storing, preserving, and delivering content across an organization (Correct answer)
- A tool used only for scanning physical documents
- A financial reporting platform for large corporations
Correct answer: A comprehensive platform for capturing, managing, storing, preserving, and delivering content across an organization
An ECM system is a comprehensive platform that captures, manages, stores, preserves, and delivers content and records across an entire organization.
Question 4: What is the role of a 'taxonomy' in a records management system?
- To measure system performance metrics
- To provide a hierarchical structure for organizing and classifying records consistently (Correct answer)
- To encrypt sensitive records during transmission
- To automate the destruction of expired records
Correct answer: To provide a hierarchical structure for organizing and classifying records consistently
A taxonomy provides a hierarchical structure for organizing and classifying records consistently, enabling systematic retrieval and management.
Question 5: Which approach BEST supports long-term digital preservation of records?
- Keeping records in proprietary software formats to maintain quality
- Converting records to open, non-proprietary formats and regularly migrating them (Correct answer)
- Printing all digital records to paper as the primary copy
- Storing records on the fastest available storage media only
Correct answer: Converting records to open, non-proprietary formats and regularly migrating them
Converting records to open, non-proprietary formats and regularly migrating them supports long-term digital preservation by reducing format obsolescence risk.
Question 6: What is cloud storage's primary advantage for records management programs?
- It eliminates the need for a records retention schedule
- It provides scalable, offsite storage accessible from multiple locations with built-in redundancy (Correct answer)
- It automatically classifies records by subject matter
- It removes legal liability for records management compliance
Correct answer: It provides scalable, offsite storage accessible from multiple locations with built-in redundancy
Cloud storage provides scalable, offsite storage that is accessible from multiple locations and typically includes built-in redundancy to protect against data loss.
CRM CRM Technology & Systems Management 2
Which standard provides guidance on metadata for records management systems?