CRM Electronic Records Management 2 — Questions and Answers
Question 1: What is 'migration' as a digital preservation strategy in electronic records management?
- Moving physical records between storage facilities
- Transferring records from one technology to another to ensure continued access (Correct answer)
- Deleting records that have exceeded their retention period
- Converting paper records to electronic format for the first time
Correct answer: Transferring records from one technology to another to ensure continued access
Migration involves transferring electronic records from one technology platform or file format to another to ensure they remain accessible as the original technology becomes obsolete.
Question 2: Which digital preservation strategy involves using software to replicate the behavior of obsolete technology on modern systems?
- Format migration
- Refreshing
- Emulation (Correct answer)
- Replication
Correct answer: Emulation
Emulation involves creating software that mimics the behavior of obsolete hardware or software, allowing access to records in their original format without altering the files.
Question 3: What is a Records Management Application (RMA)?
- A mobile app for photographing physical records
- Software that manages the full lifecycle of records according to defined organizational policies (Correct answer)
- A database used exclusively for storing employee contact information
- An application for designing record templates and forms
Correct answer: Software that manages the full lifecycle of records according to defined organizational policies
An RMA is specialized software designed to manage records according to organizational policies, including retention scheduling, disposition, and access controls throughout the records lifecycle.
Question 4: Which DoD standard establishes design criteria requirements for electronic records management software applications used by federal agencies?
- DoD 5015.2 (Correct answer)
- DoD 4150.7
- DoD 8570.01
- DoD 3020.26
Correct answer: DoD 5015.2
DoD 5015.2 (Design Criteria Standard for Electronic Records Management Software Applications) establishes requirements for RMA software used by DoD and other federal agencies.
Question 5: What does 'chain of custody' mean in the context of electronic records?
- A series of legal regulations governing records retention
- The documented chronological sequence of possession and control of a record (Correct answer)
- A method for encrypting records during electronic transfer
- The process of converting records between different file formats
Correct answer: The documented chronological sequence of possession and control of a record
Chain of custody documents the chronological sequence of possession and handling of a record, which is essential for establishing authenticity and legal admissibility in court.
Question 6: What is a 'disposition authority' in the context of electronic records management?
- A person authorized to create new record categories
- The access rights granted to view classified records
- Official approval authorizing a specific records disposition action such as transfer or destruction (Correct answer)
- Software that automatically deletes records upon schedule expiration
Correct answer: Official approval authorizing a specific records disposition action such as transfer or destruction
A disposition authority is the official authorization that permits the transfer, destruction, or other disposition of records in accordance with the approved records retention schedule.
Question 7: Which characteristic distinguishes an official electronic record from a non-record copy?
- File size larger than 1 megabyte
- Storage on a network drive rather than a local drive
- Created or received in the transaction of official business and retained for its evidential or informational value (Correct answer)
- Created using organization-approved software only
Correct answer: Created or received in the transaction of official business and retained for its evidential or informational value
An official record is distinguished by being created or received in the conduct of official business and retained because of the evidence it provides of activities or the information it contains.
CRM Electronic Records Management 2
What is 'migration' as a digital preservation strategy in electronic records management?