Electronic Records Management Flashcards
7 cards from real CRM practice questions. Tap to flip, then mark Knew It or Still Learning — missed cards come back until you master them.
Read the first 7 Electronic Records Management flashcards as text
What is the primary challenge of managing email as official business records?
Answer: High volume, informal communication style, and difficulty determining which emails constitute official records
The primary challenge with email records management is the enormous volume of messages combined with the difficulty of determining which emails constitute official records requiring retention.
What does the OAIS reference model stand for in digital preservation?
Answer: Open Archival Information System
The Open Archival Information System (OAIS) is an ISO standard reference model (ISO 14721) describing the components and functions required of a trustworthy digital archive.
What is 'format obsolescence' in electronic records management?
Answer: When file formats become unreadable due to discontinued software or hardware support
Format obsolescence occurs when a file format becomes inaccessible because the software or hardware needed to open or render it is no longer available or supported.
In the OAIS model, what is a 'Submission Information Package' (SIP)?
Answer: The information package delivered by the producer to the archive for ingest and preservation
In the OAIS model, a Submission Information Package (SIP) is the information package delivered by the producer (record creator) to the archive for ingest and long-term preservation.
Which electronic records management approach maintains records in their original business systems rather than transferring them to a separate repository?
Answer: In-place records management
In-place records management applies records management policies to records where they reside in their original business systems without physically relocating them to a separate repository.
What is the primary purpose of a digital manifest in electronic records management?
Answer: To provide an inventory of digital objects with properties such as checksums for integrity verification
A digital manifest is an inventory document listing digital objects along with their properties such as checksums, enabling verification of completeness and integrity of a records transfer or package.
What does the term 'trustworthy digital repository' (TDR) refer to in records management?
Answer: A digital archive that reliably and sustainably provides long-term access to managed digital resources to its designated community
A trustworthy digital repository is a system that reliably and sustainably provides access to managed digital resources to a designated community, meeting established criteria for long-term preservation such as those in ISO 16363.