CRM Retention Scheduling & Disposition 3

Question 1

A 'certificate of destruction' serves what primary purpose in the records disposition process?

Accepted Answer

It provides documented proof that records were destroyed in accordance with the approved retention schedule

Answer

It grants legal authorization for a vendor to access confidential records

Answer

It certifies that electronic records have been migrated to a new system

Answer

It authorizes the physical transfer of records to a federal archive

Question 2

Which destruction method is considered most appropriate for confidential paper records?

Accepted Answer

Cross-cut or micro-cut shredding

Answer

Recycling through a standard paper recycling bin

Answer

Tearing records into two pieces before discarding

Answer

Placing records in a sealed bag before disposal in regular trash

Question 3

When electronic records reach the end of their retention period, 'sanitization' of the storage media refers to:

Accepted Answer

Using approved methods to render data on the media unrecoverable before reuse or disposal

Answer

Running antivirus software to clean the media of malware

Answer

Applying encryption to all remaining records on the media

Answer

Physically moving the media to a secure off-site location

Question 4

The principle of 'defensible disposition' means that an organization can demonstrate that records destruction was:

Accepted Answer

Authorized, documented, consistent, and suspended when a legal hold was in effect

Answer

Performed by a third-party vendor rather than internal staff

Answer

Conducted without prior notice to regulatory agencies

Answer

Limited to records older than 25 years

Question 5

Which of the following is a common consequence of failing to apply a legal hold to relevant records?

Accepted Answer

Sanctions for spoliation, including adverse inference instructions or monetary penalties

Answer

Automatic extension of all retention periods by ten years

Answer

Mandatory transfer of all organizational records to NARA

Answer

Immediate suspension of the organization's records management program

Question 6

Records that have been identified for permanent preservation and transferred to an archival repository are said to have undergone:

Accepted Answer

Accession

Answer

Purging

Answer

Redaction

Answer

Indexing

Question 7

Which statement best describes the difference between 'disposition authority' and 'disposition instruction'?

Accepted Answer

Disposition authority is the legal permission to dispose of records; disposition instruction specifies the method and timing of that action

Answer

Disposition authority applies only to paper records; disposition instructions apply only to electronic records

Answer

Disposition authority is issued by external auditors; disposition instructions are created by records staff

Answer

Disposition authority and disposition instruction are interchangeable terms with identical meanings