Part 2 Test Questions

PART 2 – RECORDS AND INFORMATION: CREATION AND USE

Part 2 pertains to the creation, production, and distribution of information. The Annotated Outline provides detailed information about the content of Part 2.

Sample questions:
  1. When determining the reliability of a record, courts assess if the record was made:
    1. only by the person whose job it is to create the record.
    2. from information transmitted by a person with knowledge of the event.
    3. in the course of regularly conducted business activity.
    4. on the proper media and in the correct format.
    5. in the regular practice of that business.
  2. Metadata, described in the broadest sense, is the core set of elements needed for the effective _____ and management of information.
    1. creation
    2. storage
    3. retention
    4. utilization
    5. retrieval
  3. A(An) _____ assessment is the evaluation of the possibility of incurring loss and the amount that is acceptable for a given event.
    1. damage
    2. risk
    3. retention
    4. archival
    5. strategic
  4. The _____ of any private or secret information contained in a web-based record should be protected with appropriate security measures.
    1. integrity
    2. reliability
    3. responsiveness
    4. accuracy
    5. authority
  5. RIM managers must be familiar with the formats, _____, recording capabilities, and stability of electronic media.
    1. retention periods
    2. manufacturers
    3. utilization
    4. storage capacities
    5. databases
  6. _____ is the part of the litigation process in which opposing parties exchange relevant documents, testimony, and other information.
    1. Investigation
    2. Disposition
    3. Spoliation
    4. Discovery
    5. Compilation
  7. Electronic commerce transactions may be validated by using:
    1. approval signatures verified by the network administrator.
    2. a unique user ID and personal identification number.
    3. international mail procedures.
    4. government-approved software.
    5. a private computer network
  8. A major barrier to the successful management of information is the:
    1. variety and size of records.
    2. high cost of photocopying machines.
    3. proliferation of unnecessary copies.
    4. wide variety of computers on the market.
    5. resistance of employees to training.
  9. The best method for determining if retention schedules are being followed is:
    1. poll each department head.
    2. review destruction notices from each department.
    3. monitor materials being sent for destruction.
    4. wait for a records discovery request.
    5. audit each department’s records program.
  10. Information consisting of e-mail exchanges between two people and filed in one folder is:
    1. organized material.
    2. subject to deterioration over time.
    3. very difficult to control over time.
    4. structured data.
    5. unstructured data.
  11. An e-mail from the President of a company to the CFO authorizing the purchase of new EDMS software is:
    1. of concern only to the RIM manager and the CFO.
    2. of momentary interest and must be supplemented with a personally signed document.
    3. not admissible as evidence in a court of law.
    4. a business record and should be treated as such.
    5. highly unlikely to happen in today’s economic environment.
  12. When a company receives a subpoena for documents which are scheduled for destruction and already awaiting the shredding van, the RIM manager should:
    1. proceed with the destruction of records already pulled but stop destruction of other records.
    2. Proceed with destruction of all records according to the records retention schedule.
    3. screen the records already pulled to hold those he believes of interest to the court, but destroy the rest.
    4. stop all destruction of records covered by the subpoena.
    5. discuss with the company attorney what records can be destroyed without being charged with spoliation.
  13. Dealing with Personally Identifiable Information (PII) requires the RIM manager to:
    1. deny all requests for information from outside the company.
    2. place tamper-proof locks on all document storage areas.
    3. restrict the disclosure of certain personal information to authorized personnel only.
    4. shred all documents before sending them to a landfill.
    5. place an armed guard at the entrance to all document storage areas.
  14. The legal interests of the author of a book are protected by:
    1. copyright laws.
    2. patents and trademarks.
    3. spoliation laws.
    4. standards and practices laws.
    5. criminal sanctions observed worldwide.
  15. The most common risk associated with records and information management is:
    1. fire.
    2. loss of a document.
    3. theft of sensitive information.
    4. deterioration of information over time.
    5. reduction of the RIM budget.
  16. The convergence of email, voice mail, mobile messaging, and(or) fax is:
    1. unified communications.
    2. digital messaging
    3. electronic archiving.
    4. message management.
    5. electronic communications.
  17. A(An) _____ shows the logical relationship between systems, repositories, and backups.
    1. reference architecture
    2. architectural drawing
    3. organizational chart
    4. data map
    5. records inventory
  18. Notifying employees their electronic messages may be ______ for compliance may serve as an effective deterrent.
    1. discovered
    2. migrated
    3. deleted
    4. monitored
    5. retained
  19. When developing retention guidelines for collaboration tools, the RIM manager should consider:
    1. system security for preserving confidentiality.
    2. how versions and new documents will be controlled.
    3. the number and experience of users.
    4. copyright standards and laws.
    5. how system access will be granted.
  20. Sensitive records can be sent securely via email when:
    1. it is sent as an attachment.
    2. the sender and recipient use the same brand of computer.
    3. it is encrypted prior to being sent.
    4. the message is divided into several parts, each sent separately.
    5. the subject line contains the word confidential.

 Part II Answer Key (with respective outline parts)

  1. c (C1)
  2. e (E2)
  3. b (B1)
  4. a (D1)
  5. d (A4)
  6. d (C2)
  7. b (E5)
  8. c (A3)
  9. e (B3)
  10. e (A2)
  11. d (A2)
  12. d (C3)
  13. c (D2)
  14. a (D3)
  15. b (B2)
  16. a (E4)
  17. d (A5)
  18. d (C2)
  19. b (E6)
  20. c (D4)