CRM Records Management Principles 2 — Questions and Answers
Question 1: Which principle states that records of an organization should not be mixed with records of another organization?
- Principle of Provenance (Correct answer)
- Principle of Original Order
- Principle of Pertinence
- Principle of Respect des Fonds
Correct answer: Principle of Provenance
The Principle of Provenance (also called Respect des Fonds) mandates that records from different organizations or creators must be kept separate.
Question 2: A records retention schedule primarily serves what purpose?
- To document who created each record
- To define how long records must be kept and when they should be disposed of (Correct answer)
- To classify records by their security level
- To identify the physical location of all records
Correct answer: To define how long records must be kept and when they should be disposed of
A retention schedule specifies mandatory retention periods for each records series and authorizes their disposition after those periods expire.
Question 3: In records management, what does the term 'vital records' refer to?
- Records created most frequently
- Records essential to resume operations during or after a disaster (Correct answer)
- Records older than 50 years
- Records requiring the highest security classification
Correct answer: Records essential to resume operations during or after a disaster
Vital records are those critical to an organization's survival and ability to continue or resume operations following a disaster or emergency.
Question 4: Which disposition method involves permanently removing records from active use by either destruction or transfer to an archives?
- Migration
- Conversion
- Final disposition (Correct answer)
- Appraisal
Correct answer: Final disposition
Final disposition is the action taken at the end of a record's retention period, either destroying it or transferring it to permanent archives.
Question 5: What is the primary purpose of a file plan?
- To schedule records for destruction
- To provide a framework for classifying and organizing records (Correct answer)
- To establish access controls for sensitive records
- To document the chain of custody for legal records
Correct answer: To provide a framework for classifying and organizing records
A file plan is a structured scheme for organizing, classifying, and filing records to ensure consistency and retrievability across an organization.
Question 6: Which of the following best describes 'records appraisal'?
- Evaluating the physical condition of aging paper records
- Determining the monetary value of historical records
- Assessing the value of records to determine retention periods and disposition (Correct answer)
- Reviewing records for compliance with privacy regulations
Correct answer: Assessing the value of records to determine retention periods and disposition
Records appraisal is the process of determining how long records should be kept based on their administrative, legal, fiscal, and historical value.
Question 7: Under the Generally Accepted Recordkeeping Principles® (GARP®), which principle emphasizes that records must be complete and unaltered?
- Availability
- Integrity (Correct answer)
- Protection
- Compliance
Correct answer: Integrity
The Integrity principle under GARP® requires that records be complete, accurate, and protected against unauthorized alteration.
CRM Records Management Principles 2
Which principle states that records of an organization should not be mixed with records of another organization?