Record Management study material

True

A record is stored information made or received by an organization that is evidence of its operations and has value requiring its retention for a specific period of time

True

ARMA is the authority on information governance programs.​

False

According to the accountability principle, the file clerk supervisor shall oversee the information governance program

document imaging

An automated system for scanning, storing, retrieving, and managing images of physical records is​?

False

An example of an important record is the memo announcing the annual company picnic

True

As a business customer, every time you buy a product or service, you are creating a record of that transaction

True

As you buy more products, businesses can track your purchases and your taste in the products offered.

True

At the end of the number of years indicated on the retention schedule, records are disposed either by destruction or by transfer to a permanent storage place.​

True

By following proper records and information management procedures, information is available at the right time for making effective management decisions.

networks and computers.

E-commerce allows companies and individuals to conduct business through

False

E-commerce allows companies and individuals to conduct business through Automatic Teller Machines (ATM)

True

E-commerce is an electronic method to communicate and to transact business over networks and computers.

True

E-discovery can include employer postings on social media websites.

False

E-mails are private and cannot be used in a court of law.​

False

Electronic fund transfers (EFT) are more expensive than physical check payments and collections

True

Even though more businesses than ever are investing in new technologies, using physical records continues to be a fact of office life

False

External records are created for use within the company.​

True

Filing is only one step in the records and information life cycle.

True

Filing, storing, retrieval, and protection of records are part of the maintenance phase of the records and information life cycle.​

True

Financial records should be classified as important records rather than as useful records.

useful

General correspondence and bank statements are in which records value category?

give patients more control over their health information. ​create national standards to protect individuals' medical records and other personal health information. ​establish safeguards that health care providers and others much achieve to protect the privacy of health information. ​All of the above

Health Insurance Portability and Accountability Act (HIPAA), Privacy Rule of 2001, was passed to

True

Initially, the purpose of computer application software was to facilitate the creation of physical records.​

False

Internal records are used in an organization for information to carry on the operations of the firm over long periods

creation of the General Services Administration (GSA).

One of the first pieces of legislation enacted by Congress to aid in records management was the

of administrative value to the firm

Policy and procedures manuals are___?

False

Procedure manuals and handbooks have historical value to the organization.

True

RIM programs need a legally defensible retention schedule to reduce risk and legal liability.

vital, important, useful, or nonessential

Records classified by their value to the organization fall into one of these four categories:

False

Records management has not changed in the last 50 years.

historical

Records that document the organization's operations and major shifts of direction over the years are considered to be of what value and type?

False

Reference documents contain information used in the organization's day-to-day operations

transaction documents

Students interested in understanding the paperwork connected with an organization's day-to-day operations would concentrate their records studies on

True

The ARMA International Principles are comprehensive in scope, but general in nature.

legal obligations or in the transaction of business

The International Organization for Standardization (ISO) 15489 defines a record as information created, received, and maintained as evidence and information by an organization or person in pursuance of

True

The Sarbanes-Oxley Act, 2002, was passed in response to a number of major corporate and accounting scandals.

True

The certified records manager (CRM) designation is earned by meeting both educational and work experience requirements and by passing the required examinations.

True

The federal government was influential in developing the first records management programs.

False

The level of records personnel responsible for performing routine filing and retrieving activities is supervisory

​workers responsible for routine filing and retrieving.

The operating level of records management workers includes the

False

The records and information management program is the overarching framework within which the information governance (IG) program resides

False

Transparency is not one of the ARMA International Principles.

80

Unstructured information makes up _____ percent of the total information created by a company.

True

Vital records are considered necessary for mission critical business operations.

electronic fund transfer (EFT)

What is a safe, secure, efficient, and less expensive procedure for individuals and businesses?

identify a single location to store all vital papers and information ​inventory the records kept only on computers including account numbers, user ids, and passwords ​make routine backups of your computer records and store them in a separate location ​All of the above

What is the best method for protecting your vital and important records?

True

When a decision is made to keep the record for use at a later date, it must be stored, retrieved, and protected

AIIM ​ARMA

Which of the following are professional organizations for records and information management?

systematic control of all records from their creation to ultimate disposition

Which of the following best describes records management?

Inactive Records Clerk, Imaging Records Technician, and Vital Records Clerk

Which of the following job titles would be available for a person employed in a large corporation at the operating level?

creation, distribution, use, maintenance, and disposition

the five phases of the records and information life cycle are

​managerial

​At which level would a records manager work?

​capture, manage, store, preserve, and deliver content or information across an enterprise.

​Enterprise content management (ECM) is the term used to describe the technologies, tools, and methods used to

an individual's right to privacy. ​the public's access to information. ​the quest for national security. ​All of the above

​Federal legislation balances and protects

human

​Inaccurate classification of records as they are created and revised is a symptom of what type of problem?

​adherence to the ARMA Principles ​a legally defensible retention schedule ​efficient procedures for managing the five stages of the record life cycle ​well-trained staff ​All of the above

​RIM programs should have the following features:

​active records analyst.

​The analyst operating level of records management workers include the

​New laws and regulations, business processes are amended and streamlined, new risks, the pace of technological change, and new record formats

​Which of the following statements best describe RIM challenges?