CIP Exam Study Guide
When evaluating an existing process, who should be targeted to gather information from? (select all that apply) a. The process owner b. Process participants c. External consultants d. Specialty information management functions within the organization
A, B, and D are all correct;
Which elements should be included in the organizational assessment? (select all that apply) a. Review of the information flow and delivery across the organization b. Review of people skills and organizational structure c. Review of defects and issues reported during the beta process d. Review of the regulatory environment
A, B, and D should all be reviewed as part of the organizational assessment.
What platforms should be included in the multichannel capture strategy? (select all that apply) a. Mobile devices b. Digital copiers c. Book scanners d. Email
A, mobile devices; B, digital copiers; and D, email are all among the platforms that should be considered in the multichannel capture strategy.
A law firm has run out of space and is looking to lease a nearby building. The records manager notes that there are hundreds of boxes and file cabinets filled with internal and client files and suggests scanning them all to free up that space for offices. Which approach would best apply in this situation?
B, full back file conversion, is the best answer here because the purpose of the initiative is to reclaim space taken up by paper records so it can be used for offices
When migrating from one system to another, what information should be migrated? a. It depends on the information in the original system and the reason for migration. b. Only the metadata from the original system should be migrated. c. Everything in the original system should be migrated. d. Whatever information legal determines is on legal hold should be migrated.
The best answer here is A, it depends on the information and the reason for the migration
What is the key outcome associated with Privacy by Design? a. Privacy is embedded into systems and business practices. b. Privacy is added to core systems functionality before they are rolled out to everyone. c. Personal data is only shared with others inside the organization. d. Personal data collection practices are designed for effective anonymization.
The best answer here is A, privacy is embedded into systems and business practices.
Which of these is a financially quantifiable metric for an information management program? a) Reduction in costs associated with offsite storage and retrieval b) Reduction in time required to retrieve a particular document c) Improved employee satisfaction d) Improved information security
The best answer here is A, reduction in costs associated with offsite storage and retrieval.
For organizations creating new documents today, which file format is most likely to be readily accessible over time? a. Microsoft Excel b. Adobe PDF c. AutoDesk AutoCAD d. CorelDraw Drawing
The best answer here is B, Adobe PDF, which has been published as a standard, ISO 32000. Excel, AutoCad, and CorelDraw drawings are all complex and proprietary file formats that will likely require significant effort to access over time.
Why is it important to understand when a piece of information has been received by the organization? a. Because the organization needs to make someone available to process that information b. Because it could trigger workflows or responsiveness requirements c. Because it can't be processed until it's entered in the tracking system d. Because different formats result in different process steps
The best answer here is B, because it could trigger workflows or requirements to respond within a certain time frame. The other three answers are much less important compared to a hard requirement to process something within a certain timeframe.
What is the most effective approach to minimizing digital preservation issues? a. Keep a copy of all hardware and software used to create digital records. b. Select standard formats whenever possible. c. Convert non-standard formats to PDF. d. Make copies of important digital files and store them offsite.
The best answer here is B, select standard formats whenever possible
Which of these would be most helpful for an organization planning the next 3-5 years of their information management initiative? a. The project charter b. The program roadmap c. The request for proposal d. The change management plan
The best answer here is B, the program roadmap.
How should organizations use metadata standards? a. They should synthesize a master list of metadata from the available standards. b. They should use them as a starting point and tailor them to their needs. c. They should pick the most applicable standard and implement it in its entirety. d. They should avoid standards because they won't be relevant in most cases.
The best answer here is B, use them as a starting point.
An organization is trying to get its HR files digitized and organized. Where should the resulting files be stored? a. On a secured network file share assigned to HR b. On the HR manager's workstation c. In the repository designated for HR files d. In a folder on an encrypted flash drive
The best answer here is C, in the repository designated for HR files.
How should access to internal resources be granted to external parties for collaboration? a. External collaborators should be added to the organization's network. b. Internal resources should be emailed to external collaborators. c. The organization should use a collaborative solution that is designed for external collaboration. d. The organization should set up a collaboration process using a commercial social network.
The best answer here is C, use a collaborative solution designed for external collaboration.
Which approach to expertise location is based on their contributions via email and social media? a. Q&A platform b. Recommendations c. Profiles d. Analytics
The best answer here is D, Analytics.
What is the main benefit to using document management? a. It ensures that important documents cannot be changed. b. It provides a listing of all documents in the organization. c. It outlines the flow of documents through the organization. d. It tracks documents and versions from creation through approval.
The best answer here is D, document management tracks documents and versions from creation through approval.
What is the role of standards in the requirements development process? a. To provide a complete list of requirements for a given type of solution b. To ensure that a proposed solution is certified as meeting the organization's needs c. To determine the most appropriate solution for the organization d. To serve as a starting point and guide to common terminology
The best answer here is D, to serve as a starting point and guide to common terminology.
How should legacy systems be addressed once the migration is complete? a. They should be reviewed for decommissioning. b. They should be set to read-only access and left on the network just in case. c. They should immediately be destroyed. d. They should be left in place, with documentation referring users to the new system.
The best answer is A, they should be reviewed for decommissioning.
Which of these would most benefit from case management capabilities? a. Invoice processing b. Criminal investigations c. Training development d. Performance evaluations
The best answer is B, criminal investigations
What is the relationship between governance and collaboration? a. Governance makes collaboration less effective b. Governance ensures that the collaborative process can be trusted c. Governance actively hinders the collaborative process d. Governance has very little bearing on collaborative processes
The best answer is B, governance ensures that the collaborative process can be trusted.
Why is it so important to understand everywhere the organization operates? a. Information management-related costs vary by geographic location. b. Language issues can present significant challenges to the IM program. c. To minimize the difficulties of scheduling meetings across time zones. d. Legal and regulatory requirements are different in different jurisdictions.
The best answer is D, legal and regulatory requirements are different in different jurisdictions.
Which solutions would be most applicable to use for collaborating on a document? (select 2) a. Enterprise file sync and share b. Records management c. Digital asset management d. Document management
The best answers are A, enterprise file sync and share, and D, document management. Records management solutions are specifically designed to keep information static and unchanging to preserve its potential evidentiary value.
Why is it important to capture business information into a repository? (select 2) a. To establish control b. To determine ownership c. To determine retention requirements d. To establish context
The best answers are A, to establish control, and D, to establish context, in both cases so the information can be managed effectively throughout its lifecycle.
What are the primary reasons organizations need to consider process change? (select 2) a. To stay relevant b. To ensure customer satisfaction c. To provide goods more cheaply d. To grow
The best answers are A, to stay relevant, and D, to grow.
Which solutions would effectively support document-centric collaboration? (select 2) a. Records management b. Document management c. Enterprise content management d. External file management
The best answers are B, document management, and C, enterprise content management.
Which types of personal data would be considered sensitive and require even more strict protection from disclosure? (select 2) a. IP address b. Social media handle c. Medical information d. Financial account information
The best answers are C, medical information, and D, financial account information.
Which elements should be included in the technical assessment? (select 2) a. Determination of the technology lifecycle stage for existing applications b. Review of application functionality as it applies to information management c. Review of defects and issues reported during the beta process d. Determination of the cost of replacement systems
The best answers here are A and B. The beta will occur much later in the implementation process, as will determining the cost of potential replacement systems.
How will improved information management have the greatest impact on the organization? (select 2) a. Reduced information-related costs b. Faster implementation of information management solutions c. Changes to how users do their work d. Less need for training and communication
The best answers here are A and C.
Which roles are key stakeholders for an information management initiative? (select all that apply) a. Records management b. Business unit managers c. Local government agencies d. Information technology
The best answers here are A, B, and D. Local government agencies would not generally be a key stakeholder for a specific IM initiative in most organizations.
What are the challenges associated with producing a business case? (select 2) a. Benefits are dispersed across the organization b. Finding a consultant that understands your particular industry c. Ensuring that ROI is achieved in less than 12 months d. Comparing costs consistently across different solutions and models
The best answers here are A, benefits are dispersed across the organization, and D, comparing costs consistently across different solutions and models.
Which elements should be reviewed when starting an information governance initiative? (select 2) a. Existing information management-related tools and systems b. Existing structures, roles and accountabilities for managing information c. Existing folder structures on the network file shares d. Existing information governance training presentations
The best answers here are A, existing tools and systems, and B, existing structures, roles and accountabilities.
What actions should be taken first to identify the organization's digital preservation issues? (select 2) a. Identify current file formats and storage media. b. Convert all digital files to standards-based formats. c. Determine the value and importance of existing information. d. Create a technology watch function.
The best answers here are A, identify current holdings, and C, determine their value and importance.
Which processes would most effectively transmit tacit knowledge from senior to junior staff? (select 2) a. On-the-job training b. Providing reference manuals c. Mentoring d. Delivering online training
The best answers here are A, on-the-job training, and C, mentoring. Both of these allow the junior staff to learn from the senior staff and their experiences
What are the challenges associated with using shared drives to collaborate? (select 2) a. Poor version control b. Lack of effective audit trails c. Limited support for some file formats d. No security or access controls
The best answers here are A, poor version control, and B, lack of effective audit trails.
What are the primary strategic benefits associated with improved information management? (select 2) a. Reduced risks and costs b. More accurate analytics c. Improved innovation d. Faster implementations
The best answers here are A, reduced risks and costs, and C, improved innovation.
What should senior management review to ensure proper oversight of the information governance program? (select 2) a. The status of corrective actions from previous reviews b. Any changes in internal and external issues that could impact the program c. Help desk queries and technical support requests relating to the program d. The business rules and business logic used to enforce information governance policies
The best answers here are A, status of corrective actions, and B, changes to internal or external issues that could impact the program.
Why is manual capture generally less effective than more automated approaches? (select 2) a. Because users aren't trained properly b. Because users don't understand their business processes c. Because users have limited time to spend on entering metadata d. Because users want to focus on their primary job responsibilities
The best answers here are A, users aren't trained properly, and D, users want to focus on their primary job responsibilities.
Why is it important to monitor and review data protection practices? (select 2) a. To compare the cost of compliance to the cost of a data breach b. To ensure that no breaches have occurred and that the program is effective c. To take into account changes in the operational or regulatory environment d. To determine whether data can be anonymized effectively
The best answers here are B and C.
Why is data sovereignty important in the context of privacy and data protection? (select 2) a. Compliance costs are different in different jurisdictions. b. It can impact how technology solutions are designed and implemented. c. Organizations have to comply with the laws and regulations where they operate. d. It prohibits the use of cloud-based services for processing of personal data.
The best answers here are B, it can impact the solution design, and C, organizations have to comply with the laws and regulations in every jurisdiction in which they operate
What are the responsibilities associated with data stewardship? (select 2) a. Deliver quality data to business owners b. Specify business terms and quality needs c. Provide business requirements d. Create the business data model
The best answers here are B, specify business terms and quality needs, and C, provide business requirements.
Which elements should be included in the total cost of ownership for an enterprise content management solution? (select 2) a. The cost of researching the market b. The cost of server and client licenses c. The cost of any customizations or integrations d. The cost of downtime during implementation
The best answers here are B, the cost of server and client licenses, and C, the cost of maintenance and upgrades.
Which assessments should be conducted at the beginning of a privacy-related initiative? (select 2) a. The functional requirements assessment b. The information inventory c. The business assessment d. The training needs analysis
The best answers here are B, the information inventory, and C, the business assessment.
Which would be good reasons to implement a new information management system regardless of the existing system's capabilities? (select 2) a. When the existing system is more than 3 years old b. When users don't like the existing system c. When the existing system is no longer supported by the vendor d. When the organization changes its technical strategy
The best answers here are C and D, when the system is no longer supported or when the organization changes its technical strategy.
What are the primary purposes of the retention schedule? (select 2) a. To allow users to locate their records by records series b. To identify the systems that will be used to store digital records c. To describe how long to keep records and what to do with them after that d. To provide a list of the records held by the organization
The best answers here are C, describe how long to keep records and what to do with them after that, and D, to list the records in the organization.
How does information governance affect the discovery process? a. It makes production of relevant information faster and easier. b. It ensures that only relevant information is produced. c. It safeguards attorney-client and other privileges. d. It provides protection against disclosure of personally identifiable information.
The correct answer here is A, it makes production faster and easier.
Which of these is most likely to need to be managed as a record? a. Paid invoices b. Contract templates c. Draft meeting minutes d. Reference materials
The correct answer here is A, paid invoices
How does process automation improve process governance? a. Processes can be executed consistently and transparently. b. Staff can be reallocated to more interesting or variable tasks. c. Process monitoring tools provide increased accountability. d. Processes can be substantially streamlined to reduce costs.
The correct answer here is A,C,D processes can be executed consistently and transparently.
Which statement about disposition is the most accurate? a. Business information should not be deleted if it could be of value in the future. b. Disposition is an accepted practice that reduces organizational risk. c. Disposition is most effective when it's performed by end users. d. Once business information has no value, it should automatically be deleted.
The correct answer here is B, disposition reduces organizational risk.
What is the benefit of conducting an information inventory? a. It identifies the key stakeholders for an information management initiative. b. It provides an understanding of the overall information management environment. c. It describes the business requirements for an information management solution. d. It ensures that information is kept as long as required and then disposed of appropriately.
The correct answer here is B, it provides an understanding of the overall information management environment.
Which information management process most directly supports an effective privacy program? a. eDiscovery b. Retention and disposition c. Contract management d. Version control
The correct answer here is B, retention and disposition, because it is a privacy best practice to get rid of information when it is no longer needed.
What is the purpose of a flowchart? a. To improve the decision-making process b. To explain the sequence of a process graphically c. To document business requirements for an information management solution d. To allow real-time monitoring of workflows within a business process
The correct answer here is B, to explain the sequence of a process graphically. A flowchart can document the decision-making process, but it can't directly improve the process itself.
Which type of metrics are used to identify and analyze the efficiency of individual staff members within a particular process? a. Exception reporting b. User workload c. General tasks and processes d. Key performance indicators
The correct answer here is B, user workload.
Which reason for change has the most staying power over time? a. "Away from" b. "Stay relevant" c. "Go to" d. "Status quo
The correct answer here is C, "go to."
An organization has determined that certain records have two different retention periods, 6 years and 10 years. How long should the records be kept? a. Indefinitely, until the two periods can be consolidated b. 6 years c. 10 years d. 16 years
The correct answer here is C, 10 years, the longest of the two retention periods.
What type of content should be captured and declared as records? a. All content created as part of a business process b. Content that is stored in standards-based formats c. Content that documents a transaction or decision d. Content that is being reviewed and edited
The correct answer here is C, content that documents a transaction or decision.
Who should notify regulators about a data breach? a. The person who discovered the breach b. The information security group c. The incident response team d. Any employee who knows about the breach
The correct answer here is C, the incident response team because it pulls from all the stakeholders to ensure the response is legally and technically accurate
What is the primary difference between BPM and case management? a. BPM is rules-based, while case management does not use rules. b. Case management is more suited for transactional processes than BPM is. c. BPM is able to handle exceptions better than case management. d. Case management is more flexible for less-structured processes.
The correct answer here is D, case management is more flexible for less-structured processes.
An organization wants to make customer invoices available through a self-service web portal. Invoices can be single or multiple pages. Which file format would best meet their needs? a. PDF b. TIFF c. JPEG d. Office
The correct answer is A, PDF. While TIFF supports multiple pages, TIFF readers are not as common, and organizations should not expect their customers to be able to find and install TIFF readers. JPG is not wellsuited for multiple page images. Office also requires readers, and while those are more common than TIFF, they are not as ubiquitous as PDF.
Which governance structure will have the greatest impact on the information governance strategy? a. The steering committee b. The center of excellence c. The community of practice d. The coordinators
The correct answer is A, the steering committee, which is made up of senior managers with the authority and accountability to make strategic decisions.
What is the benefit of using a formal business analysis methodology? a. It ensures that the project will be completed successfully. b. It ensures that the analysis process is consistent, structured, and repeatable. c. It provides a mechanism for users to be involved in the process improvement project. d. It provides a list of business requirements for technology solution providers.
The correct answer is B
Which process would be most likely to benefit from RPA capabilities? a. Contract negotiation b. Account closure c. Annual performance reviews d. Manufacturing quality control
The correct answer is B, account closure, because that will follow the same process every time.
What is the preferred approach for most business classification schemes? a. Topical b. Functional c. Matter-based d. Organizational
The correct answer is B, functional, because it is more flexible compared to the others.
Why is role-based routing considered the most practical approach to task routing? a. It costs less compared to group or dynamic routing. b. It lets someone else in the same role perform the process when necessary. c. It takes into account unique variables that change the routing dynamically. d. It provides the most options for full process automation.
The correct answer is B, it allows tasks to be routed to other people in the same role for example when someone is out sick.
Why are business requirements so important to the success of an information management initiative? a. They ensure that the solution has been tested effectively. b. They represent the needs of business stakeholders. c. They document adherence to industry standards. d. They demonstrate compliance with applicable regulations.
The correct answer is B, they represent the needs of business stakeholders.
Which tool would be most useful to engage the team in live review and markup of a draft document? a. Email b. Web conferencing c. Text messaging d. Digital asset management
The correct answer is B, web conferencing.
Which capability would be most effective for extracting hand-printed information from scanned forms? a. Barcode recognition b. Intelligent character recognition c. Optical character recognition d. Optical mark recognition
The correct answer is B.
What is the benefit to using robotic process automation capabilities? a. RPA allows for complete automation of all tasks within a process. b. RPA is highly flexible and can add address exceptions and variations very efficiently. c. RPA automates low-value tasks, freeing up employees for higher-value ones. d. RPA can extract meaning from unstructured documents.
The correct answer is C, RPA automates low-value, repetitive, mundane tasks that do not require judgement or decisions.
Which solution will be most effective for searching within a single system or repository? a. Enterprise search b. Federated search c. Application search d. Centralized search
The correct answer is C, application search.
Who should determine the roles and access levels required for a particular function? a. Information technology b. Legal staff c. Business owners d. Information security
The correct answer is C, business owners
What is the benefit to using controlled vocabularies for metadata entry? a. It automates the metadata capture process. b. It ensures that the correct value is selected. c. It eliminates misspellings and variant terms. d. It validates the entry with an external data source.
The correct answer is C, it eliminates misspellings and variations.
A legal hold has just been placed for invoices relating to a certain project. What step should you take regarding the invoices? a. Convert them to a standardized file format. b. Copy them to a flash drive, then write protect it. c. Set access controls to prevent editing or deleting them. d. Delete them and notify legal that they have been disposed of.
The correct answer is C, set access controls.
Which approach to metadata capture is most likely to contain errors or omissions? a. Workflow b. System-generated c. User-entered d. Inherited
The correct answer is C, user-entered or manual metadata entry.
The sales department needs to create a contract for a large project. The project will require legal approval and project management planning. Which process scenario would be most effective for this purpose? a. Automated b. Business process management c. Workflow d. Routing
The correct answer is C, workflow, because of the need to have multiple departments and approvals involved.
What is considered the most significant issue for an inefficient business process? a. Decision points b. Clusters c. Handoffs d. Bottlenecks
The correct answer is D, bottlenecks.
Which elements would be found in the retention schedule? (Select 2) a. Records series identifiers b. Retention periods c. Related and synonymous terms d. Access control settings
The correct answers are A and B
What is the purpose of analytics when applied to business information? (select 2) a. To apply structure to unstructured information b. To extract intelligence from unstructured documents c. To apply formatting to structured information d. To analyze structured information to identify potential information security weaknesses
The correct answers are A and B, and in that order
What are the key limitations associated with flowcharts? (select 2) a. They don't include durations, costs, or other process-related data. b. They are poor at mapping dependencies to related workflows. c. They are too complex to understand for users without specialized training. d. They only support a limited number of tasks and decision points.
The correct answers are A and B.
How does metadata support more efficient information management? (select 2) a. It makes content more findable and retrievable. b. It determines retention requirements for digital records. c. It supports access controls. d. It ensures information is disposed of when no longer needed.
The correct answers are A and C. For B, metadata does not determine retention requirements, though it can reflect and document them. For D, metadata can support effective lifecycle management, but it cannot ensure that information is disposed of effectively.
Why is it important to have end users involved in developing the classification scheme? a. They will be the ones using the classification scheme to do their work. b. They have the most expertise in classification scheme development. c. They are likely to be dissatisfied if they have no ownership of the classification scheme. d. They understand the use cases and business needs the best.
The correct answers are A and D.
What are the main strategic benefits of automating information extraction? (select all that apply) a. Increased accuracy b. Better completeness c. More consistency d. Reduced headcount
The correct answers are A, B, and C.
What elements should be considered when determining which process automation solution to use? (select all that apply) a. Types and nature of content within the process b. The complexity of the process c. Whether the process crosses systems or organizational boundaries d. The legal or geographic jurisdictions in which the organization operates
The correct answers are A, B, and C.
How does automation of common records management tasks benefit individual employees? (select 2) a. It allows them to focus on core business tasks. b. It provides evidence of the amount of work they have performed. c. It ensures that all information is captured directly into the records repository. d. It improves their ability to find and trust the information they need for their jobs
The correct answers are A, it allows them to focus on core business tasks, and D, it improves their ability to find and trust information
What are the issues associated with using full-text search? (select 2) a. There has to be a text layer present and indexed. b. Users can't navigate to the documents efficiently. c. There may be misspellings and/or alternate spellings or terms in the documents. d. The documents may be missing some or all of their metadata.
The correct answers are A, there needs to be an indexed text layer, and C, there may be misspellings or alternate spellings or terms.
What are the issues associated with extracting capturing structured data? (select 2) a. The costs associated with storing the extracted structured data b. How to capture the data as presented to the customer c. How to ensure data isn't lost during the capture process d. The difficulty of finding a tool that can extract structured data
The correct answers are B and C.
How can you authenticate data provided by third parties? (select 2) a. By setting up collection systems with passwords and access controls b. By establishing and safeguarding the chain of custody c. Through analysis of the metadata associated with the data d. By capturing screenshots from the devices and accounts requested
The correct answers are B, chain of custody, and C, metadata.
What are the key resource constraints associated with an AI initiative? (select 2) a. Invalid models b. Insufficient computing capabilities c. Shortage of trained staff d. Lack of transparency
The correct answers are B, computing capabilities, and C, shortage of staff.
What are the strategic issues associated with sharing metadata across systems? (select 2) a. Different metadata structures b. Inconsistent semantic values c. Differing privacy requirements d. Need for ethical walls
The correct answers are C, differing privacy requirements, and D, need for ethical walls.
What is the purpose of an information management strategy? a. To describe the business requirements for an information management solution b. To identify the key stakeholders for an information management program c. To gain executive buy-in for an information management initiative d. To assess the organization's awareness of information management best practices
The primary purpose of the IM strategy is C, to gain executive buy-in for an IM initiative
Identify the following file formats as either proprietary or standard: • Office (.docx) • Wordperfect (.wpd) • AutoCAD (.dwg) • PDF (.pdf) • TIFF (.tif) • HTML (.html)
• Office (.docx) Proprietary • Wordperfect (.wpd) Proprietary • AutoCAD (.dwg) Proprietary • PDF (.pdf) Standard • TIFF (.tif) Standard • HTML (.html) Standard
