Part 4 Test Questions

PART IV – RECORDS APPRAISAL, RETENTION, PROTECTION, AND DISPOSITION

Part 4 relates to records appraisal, retention, protection, and disposition, regardless of the record media or format. The Annotated Outline provides detailed information about the content of Part 4.

Sample questions:
  1. The questionnaire method of conducting a records inventory has the advantage of:
      1. increased accuracy over other methods.
      2. increased consistency over other methods.
      3. minimal involvement of the RIM staff.
      4. reduced time wasted in double-checking and consolidating.
      5. finding more records that are in personal desk drawers.
  2. During a records inventory, _____ estimates provide useful information about the amount of physical storage required to house records.
      1. a. location
      2. . reference
      3. hardware
      4. security
      5. quantity
  3. A records inventory _____ is a tool that provides for a consistent manner to collect data.
      1. form
      2. database
      3. log
      4. spreadsheet
      5. schedule
  4. A _____ retention schedule specifies retention periods for designated records series regardless of which program unit they’re maintained.
      1. departmental
      2. aster
      3. vital records
      4. general
      5. disposal
  5. Two concepts that serve as a framework for making records retention decisions are records appraisal and:
      1. destruction methods.
      2. service delivery.
      3. archival needs.
      4. cost-risk benefit analysis.
      5. personal choices.
  6. While appraising the _____ value of a records series, one would try to understand its potential for litigation support.
      1. fiscal
      2. secondary
      3. legal
      4. archival
      5. operational
  7. The term “built-in dispersal” in a vital records program means:
      1. creating an extra copy and storing it in a vault.
      2. utilizing an existing copy already routinely held in a relatively secure place.
      3. holding copies in a designated office of record.
      4. creating microfilm images of records and transferring them offsite.
      5. creating a digital image of records and storing the data on an optical disk.
  8. The final stage in the life cycle of records is:
      1. maceration.
      2. shredding.
      3. long-term storage.
      4. recycling.
      5. disposition.
  9. When paper records become inactive and are transferred to an off-site records center, it is analogous to electronic records being maintained:
      1. online.
      2. offline.
      3. in containers.
      4. in vaults.
      5. in a data warehouse.
  10. Once a retention schedule has been approved, the next step is to:
      1. establish life cycle milestones for each series.
      2. audit each department to ensure the schedule is being followed.
      3. decide what format to keep it in.
      4. begin the process of revision.
      5. publish and distribute the schedule.
  11. The main purpose of a records retention schedule audit is to:
      1. destroy folders.
      2. fill a shredder.
      3. appraise the records.
      4. assess compliance.
      5. keep statistics.
  12. Vital records should be retained:
      1. for 33 years.
      2. permanent.
      3. as long as they’re vital.
      4. less than 3 years.
      5. no longer than 10 years.
  13. A vital record is a record containing information essential for:
      1. demonstrating economic trends.
      2. portraying significant individual achievements.
      3. documenting historical memory.
      4. protecting the rights of employees or customers.
      5. documenting important research.
  14. At minimum, a retention schedule should be approved by the:
      1. marketing director.
      2. legal counsel.
      3. facilities manager.
      4. public relations officer.
      5. maintenance crew.
  15. Calculating the probabilities of damage or loss of records and information is a(an):
      1. organizational impact analysis.
      2. insurance policy.
      3. cost-benefit analysis.
      4. risk analysis.
      5. disaster assessment.
  16. A major hurricane wipes out several businesses and government buildings. This would be an example of a _____ disaster.
      1. Class 1
      2. Class 2
      3. Class 3
      4. Class 4
      5. Class 7
  17. The transfer of the legal and physical custody of archival records from the office of origin to the archives is:
      1. preservation.
      2. referencing.
      3. protection.
      4. accessioning.
      5. disposition.
  18. Electronic _____ is a procedure in which backup copies of vital electronic records are transmitted to offsite storage over high-speed telecommunications facilities.
      1. transfer
      2. recording
      3. vaulting
      4. disposition
      5. safeguarding
  19. Records that document how an organization came into being or how it was developed, possess _____ value.
      1. primary
      2. fiscal.
      3. evidential
      4. informational
      5. operational
  20. A collection of documents from various sources, not related to the organization maintaining the collection, is a:
      1. public archives.
      2. private archives.
      3. library.
      4. records center.
      5. manuscript collection.

Part IV Answer Key (with respective outline part):

  1. c (A2)
  2. e (A1)
  3. a (A2)
  4. d (C1)
  5. d (B1)
  6. c (B2)
  7. b (F3)
  8. e (C3)
  9. b (C3)
  10. e (D1)
  11. d (E3)
  12. c (F1)
  13. d (F1)
  14. b (C4)
  15. d (F2)
  16. b (F2)
  17. d (H5)
  18. c (F3)
  19. c (H1)
  20. e (H5)