CRM Records Retention & Disposition 4

Question 1

What is a 'superseded' record, and how is it typically treated in a retention schedule?

Accepted Answer

An older version replaced by an updated record; often destroyed when replaced

Answer

Superseded records are earlier versions replaced by updated documents; retention schedules typically allow their destruction once the current version is approved.

Question 2

Which US law specifically requires federal agencies to obtain NARA approval before destroying federal records?

Accepted Answer

Federal Records Act (FRA)

Answer

The Federal Records Act requires federal agencies to obtain disposition authority from the National Archives and Records Administration (NARA) before destroying federal records.

Question 3

A records retention schedule assigns a 6-year retention period to accounts payable invoices with a calendar-year cutoff. If the last invoice in a file is dated March 2020, when can the file be destroyed?

Accepted Answer

December 31, 2026

Answer

With a calendar-year cutoff, the retention clock starts at year-end (December 31, 2020), and 6 years later the file is eligible for destruction after December 31, 2026.

Question 4

What is the risk of applying a 'keep everything forever' records management approach?

Accepted Answer

Increased storage costs and expanded litigation discovery exposure

Answer

Retaining all records indefinitely inflates storage costs and creates broader e-discovery obligations, as all retained records are potentially discoverable in litigation.

Question 5

Which of the following is an example of a 'transitory' record that typically warrants a very short retention period?

Accepted Answer

Routine email asking about a meeting time

Answer

Transitory records such as routine scheduling emails have minimal or no ongoing value and are typically retained only until their immediate purpose is served.

(CRM) Certified Records Manager Practice Test

(CRM) Certified Records Manager Practice Test

CRM Records Retention & Disposition 4