MMC Records Management & Administration 2 — Questions and Answers
Question 1: Under the concept of a 'records series,' what defines a group of records as a single series?
- They must all be created in the same calendar year
- They are filed together and relate to a particular activity or function (Correct answer)
- They must originate from the same department
- They are all stored in the same physical location
Correct answer: They are filed together and relate to a particular activity or function
A records series is a group of records filed or used together that relate to a particular subject, function, or transaction.
Question 2: What is the primary legal purpose of a 'certificate of destruction' for public records?
- To notify the state archives of destroyed records
- To document that records were disposed of in accordance with an approved retention schedule (Correct answer)
- To authorize future destruction of similar record types
- To transfer liability for missing records to the disposal contractor
Correct answer: To document that records were disposed of in accordance with an approved retention schedule
A certificate of destruction provides legal proof that records were disposed of properly and in compliance with the approved retention schedule.
Question 3: Which retention period trigger is MOST appropriate for contracts entered into by a municipality?
- Date the contract was signed
- Date the contract was approved by the governing body
- Expiration or termination of the contract (Correct answer)
- Date the contract was indexed in the clerk's records
Correct answer: Expiration or termination of the contract
Contract retention periods typically begin after the contract expires or is terminated, ensuring all obligations and dispute periods are covered.
Question 4: What is the recommended approach when a municipality cannot locate a state-approved retention schedule for a new type of digital record?
- Retain the records permanently until a schedule is approved
- Apply the schedule of the closest analogous paper record type
- Destroy them after one fiscal year as unscheduled records
- Consult with the state records authority and retain pending approval (Correct answer)
Correct answer: Consult with the state records authority and retain pending approval
Municipalities should consult their state records authority when no applicable schedule exists and retain the records until an official schedule is established.
Question 5: A municipality experiences a flood that destroys unprotected records. The FIRST step in disaster recovery for records should be:
- File an insurance claim for the destroyed records
- Salvage and stabilize remaining records to prevent further damage (Correct answer)
- Reconstruct destroyed records from secondary sources
- Notify the state archivist of the loss
Correct answer: Salvage and stabilize remaining records to prevent further damage
The immediate priority in records disaster recovery is stabilizing and salvaging surviving records to prevent additional loss.
Question 6: What distinguishes 'vital records' from other permanent records in a municipal records program?
- Vital records are older than 100 years and have historical value
- Vital records are essential to resume operations during or after a disaster (Correct answer)
- Vital records contain personally identifiable information requiring special protection
- Vital records must be stored only in state-approved archival facilities
Correct answer: Vital records are essential to resume operations during or after a disaster
Vital records are those necessary to continue essential government functions and protect the rights of citizens during or after a disaster.
Question 7: In a municipal records management program, 'active records' are best described as records that:
- Were created within the last 12 months regardless of use
- Are referenced frequently and needed for current operations (Correct answer)
- Are stored in the main office rather than off-site
- Have not yet been entered into the records management system
Correct answer: Are referenced frequently and needed for current operations
Active records are those regularly referenced or needed for day-to-day municipal operations, regardless of their age.
MMC Records Management & Administration 2
Under the concept of a 'records series,' what defines a group of records as a single series?