Records Management Principles 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 Records Management Principles flashcards as text
Which records management concept refers to the degree to which records can be trusted as accurate representations of the transactions they document?
Answer: Reliability
Reliability refers to the trustworthiness of a record as a full and accurate representation of the transaction or activity it documents, established at the time of creation.
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.
In records management, what does 'format migration' address?
Answer: Converting records from obsolete file formats to current ones to ensure long-term accessibility
Format migration converts electronic records from outdated or obsolete formats to current ones to prevent data loss due to technological obsolescence.
Which ISO standard provides international guidelines for records management?
Answer: ISO 15489
ISO 15489 is the international standard that provides principles and implementation guidance for records management in both public and private organizations.
When an organization cannot find a record that should exist, this is most likely a failure of which records management function?
Answer: Classification and indexing
Inadequate classification and indexing schemes make records difficult or impossible to retrieve, rendering them effectively lost even if physically present.
A 'functional classification scheme' organizes records based on which of the following?
Answer: The business functions and activities that generated the records
A functional classification scheme groups records according to the business functions and activities they document, rather than by department or creator.
What is the primary purpose of a 'records management policy'?
Answer: To establish organizational commitment, responsibilities, and principles for managing records
A records management policy is a high-level document that defines organizational commitment, assigns responsibilities, and sets principles that guide the entire records management program.