CRM Records Lifecycle Management 2 — Questions and Answers
Question 1: Which phase of the records lifecycle involves transferring inactive records from office space to lower-cost storage?
- Creation
- Active use
- Semi-active storage (Correct answer)
- Disposition
Correct answer: Semi-active storage
Semi-active storage (often off-site or a records center) holds records that are referenced infrequently but not yet eligible for disposition.
Question 2: A litigation hold overrides a scheduled disposition because it:
- Permanently extends the retention period for all records
- Suspends destruction until legal proceedings conclude (Correct answer)
- Transfers custody to outside legal counsel
- Reclassifies records as vital records
Correct answer: Suspends destruction until legal proceedings conclude
A litigation hold (legal hold) suspends normal retention schedules to preserve evidence relevant to anticipated or active litigation.
Question 3: The term 'cutoff' in records management refers to:
- The date a record is destroyed
- The point at which a file is closed and retention begins (Correct answer)
- The maximum storage capacity of a records center
- The classification level assigned at creation
Correct answer: The point at which a file is closed and retention begins
A cutoff is the event or date that closes a file and triggers the start of its retention period countdown.
Question 4: Which activity is NOT part of the disposition phase of the records lifecycle?
- Transfer to archives
- Destruction
- Indexing for retrieval (Correct answer)
- Migration to new media
Correct answer: Indexing for retrieval
Indexing for retrieval is a creation/capture activity, not a disposition action; disposition involves destruction, transfer, or migration.
Question 5: A 'box-level inventory' at a records center captures:
- Individual document metadata
- Container information, date ranges, and disposition dates (Correct answer)
- Digital file format specifications
- Chain-of-custody signatures only
Correct answer: Container information, date ranges, and disposition dates
Box-level inventories record container ID, contents description, date range, and scheduled destruction date without itemizing each document.
Question 6: Under the US Federal Records Act, what must agencies do before destroying federal records?
- Obtain approval from NARA (Correct answer)
- Notify Congress in writing
- Publish a notice in the Federal Register
- Get written consent from the creating office
Correct answer: Obtain approval from NARA
Federal agencies must have NARA-approved records schedules authorizing destruction before any federal records can be legally disposed of.
Question 7: Which concept describes the unbroken sequence of custody and control over records from creation to disposition?
- Provenance
- Chain of custody (Correct answer)
- Appraisal
- Archival bond
Correct answer: Chain of custody
Chain of custody documents who held records at each point, supporting authenticity and legal admissibility throughout the lifecycle.
CRM Records Lifecycle Management 2
Which phase of the records lifecycle involves transferring inactive records from office space to lower-cost storage?