CRM Retention Scheduling & Disposition

Question 1

What is the primary purpose of a records retention schedule?

Accepted Answer

To establish how long records must be kept and when they may be disposed of

Answer

To organize records alphabetically for easy retrieval

Answer

To assign access permissions to different employee roles

Answer

To document the chain of custody for vital records

Question 2

Which factor is LEAST likely to influence the retention period assigned to a record series?

Accepted Answer

The color of the folder used to store the records

Answer

Applicable federal and state statutes of limitations

Answer

Operational value of the records to the organization

Answer

Potential litigation needs identified by legal counsel

Question 3

In records management, the term 'disposition' refers to:

Accepted Answer

The final action taken on records at the end of their retention period

Answer

The process of converting paper records to digital format

Answer

The method used to index and classify incoming records

Answer

The procedure for transferring records to an off-site facility

Question 4

A legal hold (litigation hold) requires an organization to:

Accepted Answer

Suspend normal retention schedules and preserve relevant records indefinitely until legal matters are resolved

Answer

Accelerate the destruction of records related to pending litigation

Answer

Transfer all records to outside legal counsel immediately

Answer

Create duplicate copies of all organizational records as a precaution

Question 5

Which of the following best describes a 'record series' in the context of retention scheduling?

Accepted Answer

A group of related records arranged and evaluated as a unit for retention purposes

Answer

A consecutive numbering system applied to all organizational documents

Answer

A chronological log of all records created within a single fiscal year

Answer

A database of employee personnel files organized by department

Question 6

The 'trigger event' in a retention schedule is best defined as:

Accepted Answer

The date or action that starts the clock on a record's retention period

Answer

An automated alert that notifies staff when a record is accessed

Answer

A security breach that initiates the emergency records protocol

Answer

The moment a record is converted from draft to final status

Question 7

Under the generally accepted records management principle, 'ARMA's Principles of Information Governance' (the 'Generally Accepted Recordkeeping Principles'), the principle of 'Availability' requires that:

Accepted Answer

Records are accessible and retrievable in a timely manner to authorized users

Answer

Records are destroyed as soon as their operational use ends

Answer

All records are available to the public upon request without restriction

Answer

Records are duplicated and stored in multiple geographic locations at all times