CRM Strategic Planning & Analysis 3 — Questions and Answers
Question 1: A records manager must prioritize three strategic initiatives but has limited resources. Which tool is most appropriate for ranking these initiatives by impact and feasibility?
- Gantt chart
- Prioritization matrix (Correct answer)
- Organizational chart
- Process flowchart
Correct answer: Prioritization matrix
A prioritization matrix scores and ranks initiatives against weighted criteria such as impact and feasibility to guide resource allocation decisions.
Question 2: In strategic planning, a 'gap analysis' for records management specifically compares:
- Current retention schedules to legal requirements
- Current program capabilities to desired future-state capabilities (Correct answer)
- Staff skills to job descriptions
- Current budget to prior year spending
Correct answer: Current program capabilities to desired future-state capabilities
Gap analysis identifies the difference between where the program is today and where it needs to be to meet strategic objectives.
Question 3: Which strategic planning horizon is typically associated with a long-range records management program plan?
- 1–6 months
- 1–2 years
- 3–5 years (Correct answer)
- 10–20 years
Correct answer: 3–5 years
Long-range or strategic plans typically span three to five years, balancing enough time for major change while remaining actionable.
Question 4: An organization's executive team asks the records manager to demonstrate program value using key performance indicators (KPIs). Which KPI directly reflects compliance effectiveness?
- Number of filing cabinets eliminated
- Percentage of records destroyed per approved retention schedule (Correct answer)
- Average document scanning speed
- Total storage cost per square foot
Correct answer: Percentage of records destroyed per approved retention schedule
Tracking what percentage of records are destroyed according to the approved schedule directly measures compliance with retention policy.
Question 5: Which strategic analysis method examines forces that shape competition and industry attractiveness relevant to a records management service provider?
- SWOT analysis
- Porter's Five Forces (Correct answer)
- Balanced Scorecard
- PEST analysis
Correct answer: Porter's Five Forces
Porter's Five Forces analyzes competitive rivalry, supplier power, buyer power, threat of substitutes, and barriers to entry in an industry.
Question 6: A records manager is aligning the records program to the organization's risk management framework. Which step should come first?
- Implement new retention schedules
- Identify and assess records-related risks (Correct answer)
- Purchase a new records management software
- Train all staff on filing procedures
Correct answer: Identify and assess records-related risks
Risk identification and assessment must precede any mitigation action to ensure resources are directed at the most significant exposures.
Question 7: Which document formally communicates the records program's purpose, scope, and authority within an organization?
- Records retention schedule
- Records management policy (Correct answer)
- Taxonomy document
- Disaster recovery plan
Correct answer: Records management policy
A records management policy establishes the program's mandate, scope, and authority, providing the governance foundation for all other program elements.
CRM Strategic Planning & Analysis 3
A records manager must prioritize three strategic initiatives but has limited resources.
Which tool is most appropriate for ranking these initiatives by impact and feasibility?