CRM Cheat Sheet 2026

The 30 highest-yield CRM facts, distilled from real exam questions. Print it, save it as a PDF, or study it here — free, no sign-up.

1. A 'disposition authority' is best described as: → Official approval to transfer, destroy, or archive a records series
2. What does the term 'spoliation' mean in the context of records and litigation? → The intentional or negligent destruction of evidence relevant to litigation
3. After a disaster, what is the FIRST step a records manager should take? → Assess the scope of records damage and loss before initiating recovery procedures
4. In strategic planning, a 'gap analysis' for records management specifically compares: → Current program capabilities to desired future-state capabilities
5. Which control is MOST effective at mitigating the risk of unauthorized access to confidential electronic records? → Implementing role-based access controls (RBAC)
6. In a terminal-digit filing system with the number 24-36-15, which digits serve as the primary guide? → 15
7. The 'trigger event' in a retention schedule is best defined as: → The date or action that starts the clock on a record's retention period
8. What is financial forecasting in CRM practice? → Predicting future conditions based on historical data and trends
9. Which retention period would MOST likely be assigned to routine administrative correspondence with no legal or fiscal significance? → 1–3 years
10. The term 'cutoff' in records management refers to: → The point at which a file is closed and retention begins
11. What is scope creep in CRM project management? → Uncontrolled scope expansion without adjusting time, cost, or resources
12. Which scheduling technique allows future project phases to be planned in detail only as they approach, while near-term work is planned at a detailed level? → Rolling wave planning
13. What is the recommended frequency for testing a records disaster recovery plan? → At least annually, and after any significant change to systems or facilities
14. When leading a records management team through a regulatory change, which communication method is MOST effective for ensuring understanding? → Use multiple channels with reinforcing messages and check for comprehension
15. A records manager discovers employees are storing records on personal cloud accounts. Which risk does this PRIMARILY represent? → Data sovereignty and security risk
16. Which document formally authorizes an organization's information security program and assigns high-level accountability to senior management? → Information security policy
17. Which storage method is most efficient for high-volume active records that require frequent retrieval by multiple staff? → Centralized open-shelf filing
18. A 'general records schedule' (GRS) differs from an agency-specific schedule in that it: → Covers common administrative records found across multiple agencies or organizations
19. Under HIPAA, how long must a covered entity retain its written privacy policies and procedures? → 6 years from creation or last effective date
20. Which document formally communicates the records program's purpose, scope, and authority within an organization? → Records management policy
21. A government agency must respond to a FOIA request within how many business days (standard response time)? → 20 business days
22. In a geographic filing system, records are primarily organized by: → Location (country, state, city), then alphabetically within
23. Which strategic analysis method examines forces that shape competition and industry attractiveness relevant to a records management service provider? → Porter's Five Forces
24. Which file format is generally recommended for long-term digital preservation of text documents? → PDF/A (Archival PDF)
25. Under NIST SP 800-60, what is the primary purpose of information type categorization? → To determine the appropriate security category for federal information systems
26. A property's Effective Gross Income (EGI) is calculated as: → Potential Gross Income minus vacancy and credit losses plus other income
27. When a property manager prepares a monthly owner's statement, which item represents funds NOT available for distribution to the owner? → Reserve contributions set aside for future capital repairs
28. Which risk assessment methodology assigns numerical values to both the probability and impact of a records-related risk to produce a quantitative risk score? → Annualized Loss Expectancy (ALE)
29. Which of the following best describes a 'straight numeric' filing system? → Records filed sequentially from lowest to highest number
30. Which document formally authorizes the write-off of records damaged beyond recovery in a disaster? → A certificate of destruction or records loss report authorized by appropriate management