Mixed Deck — All CRM Topics Flashcards

What does 'format obsolescence' pose as a risk to digital records?

Answer: Records becoming inaccessible because software to read the format no longer exists

Format obsolescence occurs when software to read a digital format no longer exists, making records inaccessible despite being physically intact.

Under the GDPR, a data subject's 'right to erasure' is also known as the:

Answer: Right to be forgotten

The GDPR's right to erasure (Article 17) is commonly called the 'right to be forgotten,' allowing individuals to request deletion of their personal data.

Which retention trigger is based on the date an action or event occurs rather than the date a record was created?

Answer: Event-based trigger

An event-based trigger starts the retention clock when a specific event happens, such as contract expiration or employee termination.

What is 'records reconstruction' in the context of disaster recovery?

Answer: The process of recreating records lost in a disaster using secondary sources such as copies, backups, or related documents

Records reconstruction involves recreating lost or damaged records using alternate sources—backups, partner records, or related documents—when originals cannot be recovered.

What is effective delegation in CRM management?

Answer: Assigning authority and tasks while maintaining accountability

Delegation assigns tasks and authority based on skills while the leader maintains ultimate accountability.

When records are transferred to a third-party vendor for storage or processing, which document BEST protects the organization's privacy obligations?

Answer: A data processing agreement (DPA) specifying security and privacy requirements

A DPA contractually obligates third-party vendors to uphold the organization's data protection standards when handling personal information.

What is 'macro-appraisal' in archival and records management practice?

Answer: Appraising records based on the functions and activities of the creating body rather than individual document content

Macro-appraisal focuses on the functional context and societal importance of the creating organization rather than appraising individual records or series.

A legal hold is lifted after litigation concludes. What should the records manager do next regarding affected records?

Answer: Resume normal retention schedules and destroy records that have met their retention period

Once a legal hold is lifted, the records manager should evaluate each record against the retention schedule and dispose of any that have already met their retention period.

Which security framework provides a voluntary set of guidelines for managing cybersecurity risk and is widely used by US organizations to protect information assets?

Answer: NIST Cybersecurity Framework (CSF)

The NIST CSF is a voluntary framework of best practices for managing and reducing cybersecurity risk, widely adopted by US public and private sector organizations.

Why is authorized approval required before destroying records?

Answer: To ensure proper documentation and legality.

Requiring authorized approval before destroying records ensures that the disposition process is compliant with legal, regulatory, and organizational policies. This step verifies that the records have met their full retention period, are not subject to any legal holds, and that their destruction is properly documented. It provides an audit trail and prevents the premature or unauthorized destruction of valuable information.

Under the Generally Accepted Recordkeeping Principles® (GARP®), which principle emphasizes that records must be complete and unaltered?

Answer: Integrity

The Integrity principle under GARP® requires that records be complete, accurate, and protected against unauthorized alteration.

Which document provides proof of compliance?

Answer: Audit logs or trails.

Audit logs or trails provide a chronological record of activities, such as who accessed a record, when, and what changes were made. These logs serve as irrefutable evidence of compliance with data access, security, and retention policies. They are essential for demonstrating accountability and transparency during internal or external audits.

What is 'least privilege' in access control?

Answer: Limiting access to only necessary data.

The principle of 'least privilege' in access control dictates that users, programs, or processes should be granted only the minimum level of access permissions necessary to perform their specific tasks. This minimizes the potential damage from accidental errors, misuse, or malicious activity, as it restricts what an unauthorized individual or compromised account can access or alter.

Which regulation requires financial institutions to protect the privacy of consumers' nonpublic personal information (NPI)?

Answer: GLBA (Gramm-Leach-Bliley Act)

The GLBA mandates that financial institutions safeguard the nonpublic personal information of their customers.

Which law governs access to public records in the U.S.?

Answer: FOIA

The Freedom of Information Act (FOIA) is a federal law that grants the public the right to request access to records from any federal agency. It promotes transparency by requiring government agencies to disclose information unless it falls under specific exemptions. HIPAA protects health information, FERPA protects educational records, and GDPR is a European data protection law.

What is the critical path in CRM project scheduling?

Answer: The longest sequence of dependent tasks determining minimum duration

The critical path identifies the longest chain of dependent tasks; delays on these directly delay project completion.

What is a 'hybrid records environment'?

Answer: An environment where both physical paper records and electronic records coexist and must be managed together

A hybrid records environment is one where both physical paper records and electronic records coexist and must be managed together under a unified program.

What is a key principle of digital records management?

Answer: Maintain records in formats that are readable over time.

A critical challenge in digital records management is ensuring the long-term accessibility and readability of electronic information, often referred to as digital preservation. Technology evolves rapidly, and file formats can become obsolete, making older records unreadable. Therefore, a key principle is to proactively manage digital records by migrating them to current, stable formats or ensuring the availability of necessary software to maintain their usability over extended periods.

What is a milestone in CRM project management?

Answer: A significant event marking progress at a key point in the timeline

Milestones are significant checkpoints marking completion of major deliverables or phase transitions.

Which of the following best describes 'records appraisal'?

Answer: Assessing the value of records to determine retention periods and disposition

Records appraisal is the process of determining how long records should be kept based on their administrative, legal, fiscal, and historical value.