CRM Records Management Principles 3 — Questions and Answers
Question 1: What is a 'records series' in records management terminology?
- A chronological sequence of documents filed by date
- A group of related records filed or maintained together as a unit (Correct answer)
- A set of records created by the same author
- A collection of records sharing the same security classification
Correct answer: A group of related records filed or maintained together as a unit
A records series is a group of related records arranged under a single filing system and evaluated as a unit for retention and disposition purposes.
Question 2: Which ARMA International principle addresses the need for an organization to maintain complete and accurate records?
- Availability
- Integrity (Correct answer)
- Retention
- Disposition
Correct answer: Integrity
The Integrity principle in GARP® ensures records are complete, accurate, and protected from unauthorized modification throughout their lifecycle.
Question 3: A legal hold (litigation hold) requires an organization to do which of the following?
- Immediately destroy all records related to pending litigation
- Suspend normal disposition of records relevant to anticipated or active litigation (Correct answer)
- Transfer all relevant records to outside legal counsel
- Encrypt all records associated with the legal matter
Correct answer: Suspend normal disposition of records relevant to anticipated or active litigation
A legal hold suspends the normal retention and disposition schedule for records potentially relevant to litigation, investigations, or audits.
Question 4: In the context of electronic records, what does 'metadata' refer to?
- The encrypted portion of a digital file
- Data that describes and provides context about other data or records (Correct answer)
- The backup copy of an electronic record
- The file format used to store the record
Correct answer: Data that describes and provides context about other data or records
Metadata is structured data that describes, explains, or locates an electronic record, including information such as creator, date, and format.
Question 5: Which records management function involves evaluating records to ensure they meet organizational and regulatory requirements?
- Disposition
- Compliance auditing (Correct answer)
- Migration
- Indexing
Correct answer: Compliance auditing
Compliance auditing reviews records management practices to verify adherence to legal, regulatory, and organizational policies.
Question 6: What is the primary distinction between a record and a non-record?
- Records are always stored digitally; non-records are paper-based
- Records document business transactions or decisions; non-records do not have ongoing value (Correct answer)
- Records require a retention period; non-records are filed alphabetically
- Records are created externally; non-records are created internally
Correct answer: Records document business transactions or decisions; non-records do not have ongoing value
A record documents official business activity and has value requiring retention, while a non-record (such as a draft or convenience copy) does not meet this threshold.
Question 7: Which of the following is NOT a primary value category used in records appraisal?
- Administrative value
- Fiscal value
- Aesthetic value (Correct answer)
- Legal value
Correct answer: Aesthetic value
The four primary values used in records appraisal are administrative, fiscal, legal, and historical/archival value; aesthetic value is not a recognized appraisal category.
CRM Records Management Principles 3
What is a 'records series' in records management terminology?