Records Management Flashcards

What is a 'file plan' in records management?

Answer: A classification scheme that organizes records by subject or function to facilitate retrieval and management

A file plan is a structured framework that categorizes and arranges records by function or subject, providing rules for naming, filing, and retaining records.

In records management, what does 'chain of custody' refer to?

Answer: The documented trail showing who has handled a record and when, preserving its integrity

Chain of custody documents the chronological sequence of possession, ensuring that a record has not been altered or tampered with, which is critical for legal admissibility.

What is the primary difference between 'active' and 'inactive' records?

Answer: Active records are regularly accessed for current business; inactive records are no longer needed for day-to-day operations but must be retained

Active records support ongoing business activities and are accessed frequently, while inactive records are retained for legal, compliance, or historical reasons but rarely referenced.

What does 'legal hold' mean in the context of records management?

Answer: A directive to suspend normal disposition of records relevant to litigation or investigation

A legal hold (or litigation hold) suspends a record's normal retention and disposition schedule to preserve it as potential evidence in legal proceedings.

Which principle ensures that records are trustworthy and have not been altered?

Answer: Authenticity

Authenticity means a record is what it claims to be and has not been tampered with—it was created by the stated person at the stated time.

What is 'disposition' in records management?

Answer: The final action taken on a record at the end of its retention period, such as destruction, transfer, or permanent preservation

Disposition is the action taken when a record has reached the end of its retention period: it is either destroyed, transferred to another custodian, or permanently archived.