Records Retention & Disposition 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 Retention & Disposition flashcards as text
What is a 'superseded' record, and how is it typically treated in a retention schedule?
Answer: An older version replaced by an updated record; often destroyed when replaced
Superseded records are earlier versions replaced by updated documents; retention schedules typically allow their destruction once the current version is approved.
Which US law specifically requires federal agencies to obtain NARA approval before destroying federal records?
Answer: Federal Records Act (FRA)
The Federal Records Act requires federal agencies to obtain disposition authority from the National Archives and Records Administration (NARA) before destroying federal records.
A records retention schedule assigns a 6-year retention period to accounts payable invoices with a calendar-year cutoff. If the last invoice in a file is dated March 2020, when can the file be destroyed?
Answer: December 31, 2026
With a calendar-year cutoff, the retention clock starts at year-end (December 31, 2020), and 6 years later the file is eligible for destruction after December 31, 2026.
What is the risk of applying a 'keep everything forever' records management approach?
Answer: Increased storage costs and expanded litigation discovery exposure
Retaining all records indefinitely inflates storage costs and creates broader e-discovery obligations, as all retained records are potentially discoverable in litigation.
Which of the following is an example of a 'transitory' record that typically warrants a very short retention period?
Answer: Routine email asking about a meeting time
Transitory records such as routine scheduling emails have minimal or no ongoing value and are typically retained only until their immediate purpose is served.
In a hybrid records environment, the 'record copy' concept means:
Answer: One designated version (paper or electronic) is the authoritative copy for retention purposes
The record copy is the single designated official version of a document; only that copy is subject to the full retention requirement, while duplicates can be destroyed sooner.
Which standard provides internationally recognized guidance on records management processes, including retention scheduling and disposition?
Answer: ISO 15489
ISO 15489 is the international standard specifically addressing records management, covering principles and requirements for retention, disposition, and the overall records lifecycle.