CRM Retention Scheduling & Disposition 2

Question 1

When developing a records retention schedule, which step should typically come FIRST?

Accepted Answer

Conducting a records inventory to identify all record series in the organization

Answer

Selecting a vendor for off-site records storage

Answer

Issuing destruction certificates for outdated records

Answer

Migrating all paper records to an electronic document management system

Question 2

Which government authority is the primary source for determining federal records retention requirements for U.S. federal agencies?

Accepted Answer

The National Archives and Records Administration (NARA)

Answer

The Securities and Exchange Commission (SEC)

Answer

The Department of Homeland Security (DHS)

Answer

The Office of Management and Budget (OMB)

Question 3

A 'general records schedule' (GRS) differs from an agency-specific schedule in that it:

Accepted Answer

Covers common administrative records found across multiple agencies or organizations

Answer

Applies only to vital and historical records of permanent value

Answer

Is issued by state governments rather than federal authorities

Answer

Applies exclusively to electronic records and digital media

Question 4

Which retention period would MOST likely be assigned to routine administrative correspondence with no legal or fiscal significance?

Accepted Answer

1–3 years

Answer

Permanent retention

Answer

3–7 years

Answer

25 years

Question 5

In a function-based retention schedule, records are organized according to:

Accepted Answer

The business function or activity that created the records

Answer

The physical location where records are stored

Answer

The last name of the employee who created the record

Answer

The fiscal quarter in which the record was generated

Question 6

Which of the following is an example of applying a 'cutoff' rule to a record series?

Accepted Answer

Closing a file at fiscal year end before beginning the retention countdown

Answer

Shredding records immediately after their creation

Answer

Transferring active records to permanent archives without a retention review

Answer

Encrypting records at rest to prevent unauthorized access

Question 7

Which professional organization publishes widely recognized standards and best practices for records retention scheduling in the United States?

Accepted Answer

Association of Records Managers and Administrators (ARMA International)

Answer

American Bar Association (ABA)

Answer

American Institute of Certified Public Accountants (AICPA)

Answer

Society for Human Resource Management (SHRM)