IMST Records Management 2

Question 1

What is a 'file plan' in records management?

Accepted Answer

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

Answer

A backup and recovery plan for digital files

Answer

A plan for converting paper files to electronic format

Answer

A budget document for IT file storage

Question 2

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

Accepted Answer

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

Answer

A sequence of software releases for a records system

Answer

A legal contract between a records vendor and a client

Answer

The hierarchy of approval for creating new record types

Question 3

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

Accepted Answer

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

Answer

Active records are digital; inactive records are paper

Answer

Active records are encrypted; inactive records are not

Answer

Active records are held by executives; inactive records are held by staff

Question 4

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

Accepted Answer

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

Answer

A restriction preventing employees from accessing confidential records

Answer

A legal requirement to encrypt all organizational records

Answer

A court order mandating electronic records conversion

Question 5

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

Accepted Answer

Authenticity

Answer

Retrievability

Answer

Accessibility

Answer

Currency

Question 6

What is 'disposition' in records management?

Accepted Answer

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

Answer

The process of indexing and classifying new records

Answer

The method of encrypting records for long-term storage

Answer

The process of converting paper records to digital format