IMST Records Management 1 — Questions and Answers
Question 1: What is a 'records retention schedule' in records management?
- A timetable for employee performance reviews
- A policy document specifying how long different types of records must be kept before destruction or permanent archiving (Correct answer)
- A log of who accessed each record
- A classification scheme for organizing file folders
Correct 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).
Question 2: Under US federal records law, what agency oversees records management for executive branch agencies?
- Department of Homeland Security
- National Archives and Records Administration (NARA) (Correct answer)
- Government Accountability Office (GAO)
- Office of Management and Budget (OMB)
Correct 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.
Question 3: What is the 'records lifecycle'?
- The time it takes to digitize a paper record
- The stages a record passes through from creation to final disposition (archive or destruction) (Correct answer)
- The annual budget cycle for records management programs
- The chain of custody documentation for legal evidence
Correct 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.
Question 4: What does 'vital records' refer to in a records management context?
- Medical records stored in a hospital system
- Records essential for an organization to resume operations after a disaster (Correct answer)
- Records that must be signed by an executive officer
- Historical records older than 50 years
Correct 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.
Question 5: Which international standard provides guidance on records management?
- ISO 9001
- ISO 15489 (Correct answer)
- ISO 27001
- ISO 31000
Correct answer: ISO 15489
ISO 15489 is the international standard for records management, providing guidance on policy, responsibilities, processes, and systems for managing records.
Question 6: What is the purpose of a 'disposition authority' in records management?
- To grant employees access to classified records
- To provide legal authorization for destroying or transferring records at the end of their retention period (Correct answer)
- To approve new record creation policies
- To authenticate digital signatures on official records
Correct 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.
IMST Records Management 1
What is a 'records retention schedule' in records management?