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

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

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.

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

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

Question 5

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

Accepted Answer

Authenticity

Answer

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.

IMST - Information Management Specialist Test Practice Test

IMST - Information Management Specialist Test Practice Test

IMST Records Management 2