GGST - Global General Service Data Management and Information Handling Flashcards

What is the purpose of an 'audit trail' in an electronic records system?

Answer: To provide a chronological log of who accessed or modified a record and when

An audit trail records all access and modification events for a document, enabling accountability and investigation of unauthorized changes.

Why should sensitive UN documents be disposed of using a crosscut shredder rather than a recycling bin?

Answer: To prevent unauthorized reconstruction and disclosure of confidential information

Crosscut shredding destroys documents so that confidential content cannot be reconstructed, protecting sensitive organizational and personal information.

In data classification, which level typically requires the most stringent access controls in a UN context?

Answer: Strictly confidential

Strictly confidential documents require the highest level of access controls, limiting distribution to specifically authorized individuals.

What is 'de-duplication' in the context of database management?

Answer: Identifying and removing duplicate records to maintain a clean, accurate dataset

De-duplication is the process of finding and eliminating duplicate entries to prevent data redundancy and inaccurate reporting.

When sharing a password-protected file with an authorized colleague, what is the most secure method?

Answer: Send the file and the password through two separate communication channels

Sending the file and password through separate channels (e.g., email and phone) ensures that interception of one channel does not compromise security.

What action should a General Service staff member take upon receiving a suspected phishing email?

Answer: Report it to the IT security team without clicking any links

Reporting phishing emails to IT security without clicking links allows the organization to block the threat and protect other staff.