CRM Retention Scheduling & Disposition 2 — Questions and Answers
Question 1: When developing a records retention schedule, which step should typically come FIRST?
- Selecting a vendor for off-site records storage
- Conducting a records inventory to identify all record series in the organization (Correct answer)
- Issuing destruction certificates for outdated records
- Migrating all paper records to an electronic document management system
Correct answer: Conducting a records inventory to identify all record series in the organization
A comprehensive records inventory must be completed first to identify all existing record series before retention periods can be researched and assigned.
Question 2: Which government authority is the primary source for determining federal records retention requirements for U.S. federal agencies?
- The Securities and Exchange Commission (SEC)
- The National Archives and Records Administration (NARA) (Correct answer)
- The Department of Homeland Security (DHS)
- The Office of Management and Budget (OMB)
Correct answer: The National Archives and Records Administration (NARA)
NARA establishes records management standards and retention schedules for federal agencies and must approve the disposition of federal records.
Question 3: A 'general records schedule' (GRS) differs from an agency-specific schedule in that it:
- Applies only to vital and historical records of permanent value
- Covers common administrative records found across multiple agencies or organizations (Correct answer)
- Is issued by state governments rather than federal authorities
- Applies exclusively to electronic records and digital media
Correct answer: Covers common administrative records found across multiple agencies or organizations
A General Records Schedule covers common administrative records (e.g., payroll, travel, routine correspondence) that are shared across many organizations, streamlining scheduling efforts.
Question 4: Which retention period would MOST likely be assigned to routine administrative correspondence with no legal or fiscal significance?
- Permanent retention
- 3–7 years
- 1–3 years (Correct answer)
- 25 years
Correct answer: 1–3 years
Routine administrative correspondence with no legal, fiscal, or historical value typically has a short retention period of one to three years based on operational need.
Question 5: In a function-based retention schedule, records are organized according to:
- The physical location where records are stored
- The business function or activity that created the records (Correct answer)
- The last name of the employee who created the record
- The fiscal quarter in which the record was generated
Correct answer: The business function or activity that created the records
A function-based schedule organizes records by the business functions they document (e.g., procurement, human resources), making it easier to align retention with operational and legal requirements.
Question 6: Which of the following is an example of applying a 'cutoff' rule to a record series?
- Shredding records immediately after their creation
- Closing a file at fiscal year end before beginning the retention countdown (Correct answer)
- Transferring active records to permanent archives without a retention review
- Encrypting records at rest to prevent unauthorized access
Correct answer: Closing a file at fiscal year end before beginning the retention countdown
A cutoff rule specifies when a file unit or record series is considered complete (e.g., at fiscal year end), which then starts the retention period clock.
Question 7: Which professional organization publishes widely recognized standards and best practices for records retention scheduling in the United States?
- American Bar Association (ABA)
- Association of Records Managers and Administrators (ARMA International) (Correct answer)
- American Institute of Certified Public Accountants (AICPA)
- Society for Human Resource Management (SHRM)
Correct answer: Association of Records Managers and Administrators (ARMA International)
ARMA International is the leading professional organization for records and information management and publishes standards, guidelines, and best practices including the Generally Accepted Recordkeeping Principles.
CRM Retention Scheduling & Disposition 2
When developing a records retention schedule, which step should typically come FIRST?