MMC Records Management & Administration 3

Question 1

Under FOIA and state open records laws, which of the following is generally considered a valid exemption from public disclosure?

Accepted Answer

Minutes of closed executive sessions discussing pending litigation

Answer

Records of closed sessions discussing pending litigation are typically exempt from disclosure to protect attorney-client privilege and litigation strategy.

Question 2

What is the role of a 'records custodian' as distinct from the municipal clerk?

Accepted Answer

The records custodian physically maintains records while the clerk has legal custody

Answer

A records custodian is typically a department employee who physically maintains department records, while the clerk holds overall legal custodianship for the municipality.

Question 3

Which metadata element is MOST critical to include when indexing a scanned electronic document for long-term retrieval?

Accepted Answer

The date of the original document

Answer

The date of the original document is essential metadata because it anchors the record to its context and drives retention schedule calculations.

Question 4

A municipal clerk receives a request to inspect records that are part of an ongoing audit. The BEST course of action is to:

Accepted Answer

Consult legal counsel and provide non-sensitive records while withholding those relevant to the audit if an exemption applies

Answer

The clerk should consult counsel and release non-exempt records while legally withholding only those records for which a specific exemption applies.

Question 5

What is 'disposition' in the context of municipal records management?

Accepted Answer

The action taken on records at the end of their retention period, such as destruction or transfer

Answer

Disposition refers to the final action taken on records at the end of their retention period, including destruction, transfer to archives, or permanent retention.

(MMC) Master Municipal Clerk Certification Practice Test

(MMC) Master Municipal Clerk Certification Practice Test

MMC Records Management & Administration 3