Records Management Flashcards

What is a 'records retention schedule' in records management?

Answer: A policy document specifying how long different types of records must be kept before destruction or permanent archiving

A retention schedule is a records management tool that lists record series, their retention periods, and final disposition actions (destroy, archive, transfer).

Under US federal records law, what agency oversees records management for executive branch agencies?

Answer: National Archives and Records Administration (NARA)

NARA sets records management standards and guidance for US federal agencies and serves as the official repository for permanently valuable federal records.

What is the 'records lifecycle'?

Answer: The stages a record passes through from creation to final disposition (archive or destruction)

The records lifecycle encompasses creation or receipt, active use, inactive storage, and final disposition—either permanent preservation or authorized destruction.

What does 'vital records' refer to in a records management context?

Answer: Records essential for an organization to resume operations after a disaster

Vital records are those without which an organization cannot resume its critical functions following a disaster, such as financial records, contracts, and insurance policies.

Which international standard provides guidance on records management?

Answer: ISO 15489

ISO 15489 is the international standard for records management, providing guidance on policy, responsibilities, processes, and systems for managing records.

What is the purpose of a 'disposition authority' in records management?

Answer: To provide legal authorization for destroying or transferring records at the end of their retention period

A disposition authority is official authorization—usually from a records management program or regulatory body—that permits an organization to destroy, transfer, or archive records.