MMC Records Management & Administration 5 — Questions and Answers
Question 1: When a municipality transitions from paper-based to digital records, what is the MOST important step to ensure long-term accessibility of converted records?
- Shredding paper originals immediately after scanning to save storage space
- Selecting open, non-proprietary file formats that are likely to remain readable over time (Correct answer)
- Encrypting all digital files to protect against unauthorized access
- Storing digital files exclusively on cloud servers managed by a third party
Correct 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.
Question 2: In the context of public records requests, 'responsive records' refers to:
- Records that were created in response to a public inquiry
- Records that fall within the scope of a specific request (Correct answer)
- Records available for immediate release without staff review
- Digital records that are accessible via an online portal
Correct 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.
Question 3: What is 'deaccessioning' in a municipal archives context?
- Adding new records to the permanent archival collection
- Removing records from the archival collection for destruction or transfer (Correct answer)
- Converting archival records to a new preservation format
- Restricting public access to sensitive archival materials
Correct 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.
Question 4: A department head asks the clerk to backdate a public record to conceal when a decision was made. The clerk should:
- Comply if the change will not affect citizen rights
- Refuse, as altering official records is illegal and unethical (Correct answer)
- Consult with the mayor before deciding how to proceed
- Document the change with a note explaining the correction
Correct 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.
Question 5: Which approach BEST supports compliance with records management requirements when staff use personal email for municipal business?
- Permit personal email use and trust employees to forward relevant emails to official accounts
- Prohibit personal email for municipal business and require capture of any records created (Correct answer)
- Scan all personal email accounts of municipal employees monthly for public records
- Delete all personal email accounts linked to city business after 90 days
Correct 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.
Question 6: What is the primary function of a 'records inventory' in establishing or updating a records management program?
- Assigning dollar values to the municipality's record holdings for budget purposes
- Identifying and documenting all existing records series, their locations, volumes, and current retention practices (Correct answer)
- Auditing staff compliance with the existing retention schedule
- Counting the number of public records requests fulfilled in a fiscal year
Correct 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.
Question 7: Under the Uniform Electronic Legal Material Act (UELMA), what obligation does a state or locality have when publishing official legal materials electronically?
- All electronic legal materials must be printed and a paper copy retained permanently
- The government must authenticate the electronic record and preserve it in a permanent, official format (Correct answer)
- Electronic legal materials are only valid if approved by the state legislature each year
- Local governments are exempt from UELMA and may use any format they choose
Correct 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.
MMC Records Management & Administration 5
When a municipality transitions from paper-based to digital records, what is the MOST important step to ensure long-term accessibility of converted records?