Records Management & Administration Flashcards
7 cards from real MMC practice questions. Tap to flip, then mark Knew It or Still Learning — missed cards come back until you master them.
Read the first 7 Records Management & Administration flashcards as text
When a municipality transitions from paper-based to digital records, what is the MOST important step to ensure long-term accessibility of converted records?
Answer: Selecting open, non-proprietary file formats that are likely to remain readable over time
Open, non-proprietary formats (such as PDF/A or TIFF) are recommended for long-term preservation because they are not dependent on specific vendor software.
In the context of public records requests, 'responsive records' refers to:
Answer: Records that fall within the scope of a specific request
Responsive records are those that are within the scope of and answer to a specific public records request.
What is 'deaccessioning' in a municipal archives context?
Answer: Removing records from the archival collection for destruction or transfer
Deaccessioning is the formal process of removing records from an archival collection, typically through destruction, return to creator, or transfer to another repository.
A department head asks the clerk to backdate a public record to conceal when a decision was made. The clerk should:
Answer: Refuse, as altering official records is illegal and unethical
Backdating or otherwise falsifying public records is illegal and a serious ethical violation; the clerk must refuse regardless of who makes the request.
Which approach BEST supports compliance with records management requirements when staff use personal email for municipal business?
Answer: Prohibit personal email for municipal business and require capture of any records created
Municipalities should prohibit using personal email for official business and require any such records to be captured into the official records management system.
What is the primary function of a 'records inventory' in establishing or updating a records management program?
Answer: Identifying and documenting all existing records series, their locations, volumes, and current retention practices
A records inventory is a systematic survey that identifies all existing records series and their characteristics, forming the foundation for developing a retention schedule.
Under the Uniform Electronic Legal Material Act (UELMA), what obligation does a state or locality have when publishing official legal materials electronically?
Answer: The government must authenticate the electronic record and preserve it in a permanent, official format
UELMA requires that official electronic legal materials be authenticated (so users can verify they are unaltered) and preserved in a permanent, official format.