Technology & Digital Records Systems Flashcards

A municipal clerk discovers that a contractor improperly deleted 200 electronic permit records that should have been retained for 10 years. What is the most appropriate first step?

Answer: Immediately notify the city attorney and IT department and attempt to restore from backups

Unauthorized destruction of records with active retention requirements triggers a legal and administrative response; the clerk must immediately involve legal counsel and attempt data recovery.

In the context of digital records, what is 'format migration' and when is it necessary?

Answer: Converting records from an obsolete file format to a current one to ensure continued accessibility

Format migration converts files from outdated formats (e.g., WordPerfect) to current ones to prevent loss of access as software support ends, a core digital preservation activity.

A state law requires that official minutes be posted online within 10 business days of approval. Which system feature best ensures compliance with this requirement?

Answer: An automated workflow in the agenda management system that tracks approval status and triggers publication

An automated workflow with built-in deadline tracking and publication triggers is the most reliable method to ensure consistent, timely compliance with statutory posting requirements.

What is a 'digital signature' and how does it differ from a scanned handwritten signature?

Answer: A digital signature uses cryptographic keys to verify signer identity and document integrity; a scanned signature is merely an image with no security properties

Digital signatures use public-key infrastructure (PKI) to cryptographically bind the signer's identity to the document and detect any post-signing alterations, providing much stronger authentication than a scanned image.

Which approach best supports the principle of 'least privilege' in a municipal document management system?

Answer: Granting each user only the access permissions necessary to perform their specific job functions

Least privilege limits each user's access to only what their role requires, minimizing the risk of accidental or malicious unauthorized access, modification, or deletion of records.

A public records request asks for all metadata associated with a specific Word document created by the mayor's office. Is metadata a public record?

Answer: Yes, in most jurisdictions metadata is part of the record and subject to disclosure unless a specific exemption applies

Courts and records laws in most states have held that metadata embedded in electronic records is part of the record itself and must be disclosed unless a specific statutory exemption applies.

Which standard provides the most widely recognized framework for implementing an information security management system to protect municipal digital records?

Answer: ISO/IEC 27001 (Information Security Management)

ISO/IEC 27001 is the internationally recognized standard for establishing, implementing, and maintaining an information security management system applicable to any organization, including local governments.