Records Management & Compliance Flashcards
7 cards from real CDT practice questions. Tap to flip, then mark Knew It or Still Learning — missed cards come back until you master them.
Read the first 7 Records Management & Compliance flashcards as text
Under the Federal Records Act, what is the primary obligation of federal agencies regarding records?
Answer: Make and preserve records documenting agency activities
The Federal Records Act requires agencies to make and preserve records that document the organization, functions, policies, decisions, procedures, and transactions of the agency.
Which retention trigger is most appropriate for contracts and agreements?
Answer: Expiration or termination of the contract
Contract retention periods typically start from the expiration or termination of the agreement, not from the date it was signed.
What does 'vital records' mean in the context of records management?
Answer: Records essential to resume operations after a disaster
Vital records are those essential to an organization's ability to resume or continue critical operations following a disaster or emergency.
A company receives an IRS audit notice. Which action best reflects proper legal hold practice?
Answer: Suspend normal retention schedules for relevant financial records
A legal hold requires suspending normal retention and destruction schedules for records relevant to anticipated or ongoing litigation or investigations.
What is the purpose of a records management audit?
Answer: To assess compliance with the records management program and identify gaps
A records management audit evaluates whether the organization's records practices comply with policies, regulations, and the retention schedule.
Which element must a records retention schedule include to be legally defensible?
Answer: Legal citation or business justification for each retention period
A legally defensible retention schedule must document the regulatory or business basis for each retention period to withstand legal challenge.
When classifying records, what distinguishes a 'record' from a 'non-record'?
Answer: Records document official business transactions or decisions; non-records are transitory or convenience copies
Records document official activities, decisions, or transactions with ongoing value, while non-records (like drafts or convenience copies) have no continuing administrative, legal, or historical value.