OST-184 - Records Management - Module 4

______ percentage of organizations have six or more document repositories within which unstructured data resides.​

70

PaaS (Platform as a Service)

A category of cloud computing services that provides hardware and an operating system that is RIM ready.

smartphone

A cell phone with software applications and access to the Internet

IaaS (Infrastructure as a Service)

Cloud service that provides infrastructure, such as computers (physical or servers) and other resources.

file plan

A classification scheme that defines and identifies all files, including indexing and storage of the files, and referencing the disposition schedule of each file.

data warehouse

A collection of data designed to support management decision making

database

A collection of related data stored on a computer system.

firewall

A combination hardware and software buffer that many organizations place between their internal networks and the Internet

virus

A computer program that replicates itself into other programs that are shared among systems with the intention of causing damage

backup

A copy of electronic files and/or folders as a precaution against the loss or damage of the original data.

query

A database object used to instruct the program to find specific information.

scanner

A device that converts an image (text, graphic, or photograph) of a document into electronic form for processing and storage

image record

A digital or photographic representation of a record on any medium such as microfilm, optical disk, or solid state devices

strategic plan

A document used to communicate with the organization the organization's goals, actions needed to achieve those goals, and all other critical elements developed during the planning exercise.

personal digital assistant (PDA)

A handheld computer that is portable, easy to use, and capable of sharing information with a desktop or notebook computer

optical media

A high-density information storage medium where digitally encoded information is both written and read by means of a laser

taxonomy

A high-level, hierarchical classification system for documents and records that facilitates the management of recorded information throughout its life cycle.

resolution

A measure of the sharpness or fine detail of an image

magnification ratio

A method of describing the relationship between the size of an image and the original record when viewed on a microfilm reader screen

tablet computer

A mobile computer that has a touchscreen on which you can directly input data and navigate using your fingers or a stylus

cloud computing

A model for enabling convenient, on-demand network access to a shared pool of configurable computing resources (e.g., networks, servers, storage, applications, and services) that can be rapidly provisioned and released with minimal management effort or service provider interaction.

records audit

A periodic inspection to verify that an operation is in compliance with a records and information management program.

form

A physical or electronic document with a fixed arrangement of predetermined spaces designed for entering and extracting prescribed information or variable data

disaster recovery plan

A plan developed and implemented to provide guidance for protecting records and information and continuing business operations when emergencies and disasters occur

flash drive

A read/write device that attaches to a computer and is usable as a standard hard drive

electronic record

A record that can be readily accessed or changed and is stored on electronic storage media

Which of the following is a source of electronic content? a.​None of the above b.​All of the above c.​RMS (records management system) d.​DMS (document management system) e.​EMS (e-mail management system)

All of the above

field

A set of one or more characters treated as a unit of information.

password

A string of characters known to the computer system and a user, who must specify it to gain access to the system

folder (or directory)

A subdivision of storage space created by the operating system of a computer.

strategic planning

A systematic process of envisioning a desired future and translating this vision into broadly defined goals or objectives and a sequence of steps to achieve them.

file name

A unique name given to a file stored for computer use that must follow the computer's operating system rules.

magnetic media

A variety of magnetically coated materials used by computers for data storage

Which of the following responsibilities are included in the Principles?​ a.​protection b.​availability c.​All of the above d.​integrity

All of the above

Businesses want which of the following features in an ECM tool? a.​search and retrieval b.​None of the above c.​repositories d.​collaboration e.​All of the above f.​workflow

All of the above

Microsoft Windows® allows users to search for files by the​ a.​file name. b.​date the file was last saved. c.​All of the above d.text within the file.​

All of the above

The auto accident claims business process for the national insurance company met RIM requirements in which of the following ways?​ a.​All of the above b.​Exceptions to the retention schedules are made for legal holds and litigation. c.​Metadata and classification is assigned when claim records are created. d.​Retention schedules are established based upon legal and regulatory requirements.

All of the above

What are the programs and features on a smartphone that would allow you to create personal records? ​ a.​utilize online banking, including bill payments and check deposits b.​post appointments, using a calendar feature c.​send and receive e-mails d.​All of the above

All of the above

What kinds of information about a RIM program does a records audit provide?​ a.​recommended solutions for improving the RIM program b.​analysis of the current system c.​All of the above d.​information about current operations

All of the above

Which of the following could be an appropriate security step for businesses implementing a BYOD policy for employees?​ a.​limit access to e-mail only b.​All of the above c.​password and timeout protection d.​limit the type of apps that can be downloaded

All of the above

Which of the following statements about flash drives are correct?​ a.​They are removable. b.​They can plug into a USB port directly. c.​All of the above d.​They can be attached to a USB hub.

All of the above

record (computer record)

All the fields related to one person or organization make up a record.

push technology

Allows a central server to notify a computer or cell phone when an event occurs

operating system

An organized collection of software that controls the overall operations of a computer.

SaaS (Software as a Service)

Cloud service that provides software licensing and a delivery model where software is licensed on a subscription basis.

XaaS (Delivered as a Service)

Cloud service on demand with a minimum contract.

electronic records life cycle

Consists of five phases: creation, classification, use and distribution, retention and maintenance, and disposition.

table

Data in a table are organized in fields and records.

Which of the following is an electronic records retention problem?

Duplicate records

digital signature or e-signature

Electronic signature, or e-signature, consists of a string of characters and numbers added as a code on electronic documents being transmitted by computer

social media

Forms of electronic communication (as websites for social networking and microblogging) through which users create online communities to share information, ideas, personal messages, and other content (such as videos)

media compatibility

How well the media and the equipment needed to access information stored on the media work together

Internet browsers, such as Internet Explorer, Google Chrome, or Mozilla Firefox, use _____ (HTML) to interpret and display information.

HyperText Markup Language

unstructured information

Include text files generated from word processing documents, e-mails, PDF files, blogs, social media posts, tweets, and web pages.

born digital

Information in which the original source of content is digital.

structured data

Information that resides in fixed fields within a record or file, such as databases and spreadsheets.

Of the following, which is the best question to ask to determine whether a document is a record?

Is the information required for the operation of the department or company?

Which of the following terms is also used to describe vital records? a. Mission-critical records b. Long-term records c. Essential records d. Very important records

Mission-critical records

pull technology

Occurs when the user initiates the request for the data each time

microform

Photographic document storage media. Microform is the collective term for all microimages such as microfilm, microfiche, aperture cards, and microfilm jackets

Which of the following are the records procedures for an image record system?

Preparation, processing, and using the records

Which of the following does not contain electronic records?

Printed index of storage system

solid state drive (SSD)

Provide data storage on interconnected flash memory chips where the data are retained even when the device is not plugged into a power source

_____ technology is used when the user initiates the request for the data using a smartphone or other mobile device.

Pull

_____ technology automatically delivers e-mail and other data to a device. based on the user's profile and request for specific data.

Push

Which of the following are magnetic media?

RAIDs

Which of the following types of information are obtained through a records audit?

Recommendations for improving the RIM program

Restoring data onto computers after a disaster is part of which phase of a disaster plan?​

Recovery

Which of the following is an advantage of using removable media?

Removable disks can be used in another system.

Which of the following is not an advantage of using hard drives as removable storage?

Removable media are read-only devices that attach to a computer and are usable as a standard hard drive.

metadata

Structured information that describes, explains, locates, or otherwise makes it easier to retrieve, use, or manage an information resource.

density

The degree of optical opacity of a material that determines the amount of light that will pass through it or reflect from it

social media posts

The interactions among people on a social media website, such as Facebook, including photos

HTML (Hypertext Markup Language)

The language the Internet browsers such as Internet Explorer, Google Chrome, or Mozilla Firefox interpret and display.

media stability

The length of time the media will maintain its original quality so that it can continue to be used

Bring Your Own Device (BYOD)

The policy to allow employees to use their own smartphones, tablets, and laptops to access corporate information

encryption

The process of converting meaningful information into a numeric code that is only understood by the intended recipient of the information

migration

The process of moving data from one electronic system to another, usually in upgrading hardware or software, without having to undergo a major conversion or re-inputting of data.

reduction ratio

The relationship between the dimensions of the original or master and the corresponding dimensions of the photographed image

micrographics

The technology by which recorded information can be quickly reduced to a microform, stored conveniently, and then easily retrieved for reference and use

Which statement typically is NOT true of e-commerce?

There is no role for databases in e-commerce

Which of the following are advantages of solid state media?

They have no moving parts, no heat, no vibration, and less power draw on computers.

portable document format (PDF)

Users can easily save a file as a pdf and set the properties so that the document cannot be altered.

Identifying preventive measures against records and information loss is an activity based on

a disaster recovery plan.

A records manager's responsibilities for forms management includes​

all forms currently used.

ECM tools and processes are about managing records and​​

all unstructured content throughout the information life cycle.

To sort data in a computer application in A-Z order, you would choose​

ascending order.

A(n) _____ is a copy of electronic files and/or folders made as a precaution against the loss or damage of the original data.

backup

A field in a database may contain

one fact about a person or an item.

Which of the following items are difficulties associated with capturing and managing social media records?​

communications can be deleted instantly

In an electronic database, fields​

contain one fact about a person or item.

Storage copies of microforms must be stored in a ​

controlled environment

The electronic records life cycle includes​

creation and classification, distribution and use, maintenance, and disposition.

The phases of the life cycle of electronic records are

creation, classification, distribution and use, maintenance, and disposition.

Cloud computing offers a. on demand access to your information from any of your devices. b. various software applications. c. storage space on the provider's cloud for some cell phone users. d. All of the above

d. All of the above

Common metadata elements include: a. unique document ID, creation date, and subject/title of document. b. vital records indicator, record custodian, and security level. c. format type, author ID, and record owner. d. All of the above

d. All of the above

Forms may be created from a. templates. b. word processing software. c. online software programs. d. All of the above

d. All of the above

Issues with paper based records include a. time spent re-keying data, searching for paper copies, and filing. b. storage volume and outsourced paper storage costs. c. inability to monitor workflow progress. d. All of the above

d. All of the above

Which of the following are components of a RIM program? a. Records storage and facilities b. Records retention and migration c. Policy implementation and enforcement d. All of the above

d. All of the above

Which of the following are needed for RIM tools and procedures? a. Retention schedule b. Legal holds c. Record declaration d. All of the above

d. All of the above

Which of the following could be an appropriate security step for businesses implementing a BYOD (bring your own device) policy for employees? a. Limiting access to e-mail only. b. Password and timeout protection c. Limiting the types of apps that can be downloaded d. All of the above

d. All of the above

Which of the following does Microsoft® SharePoint® offer? a. Repositories b. Search and retrieval c. Version management d. All of the above

d. All of the above

Which of the following is one of the Principles? a. Availability b. Compliance c. Protection d. All of the above

d. All of the above

Business processes need to a. be lean and profit generating. b. meet RIM requirements. c. declare all documents as records. d. Both a and b

d. Both A and B

A(n) _____ is a collection of related data organized for rapid search and retrieval using a computer.

database

The _____ consists of five: phases, creation, classification, use and distribution, retention and maintenance, and disposition of records.

electronic records life cycle

A(n) _____ is a set of one or more characters treated as a unit of information and part of a record in a database.

field

A(n) _____ is a unique name given to a file stored for computer use that must follow the computer's operating system rules.

file name

A(n) _____ is a classification scheme that defines and identifies all files, including indexing and storage of the files and referencing the disposition schedule of each file.

file plan

A _______ is a combination hardware and software buffer that many organizations place between their internal networks and the Internet.​

firewall

An example of solid state media drive would be a​

flash drive

A subdivision created by the computer's operating system on a disk is called a directory or a(n) _____.

folder

The ideal electronic folder structure should​

have enough levels of folders to organize files in a meaningful way.

Activities included in the implementation of a records retention schedule include

identifying records series eligible for retention plans.

Which of the following items is an important factor when developing RIM policies and procedures?​

laws and regulations

One way to keep information safe on electronic records is to

make backup copies and store the copies in a different location.

Separate data repositories​

may or may not talk to each other.

Structured information that describes, explains, locates, or otherwise makes it easier to retrieve, use, or manage an information resource is called _____.

metadata

A(n) _____ is an organized collection of software that controls the overall operations of the computer.

operating system

In a _____ (pdf) file, which is the Adobe Acrobat standard, it is easy to save a file and set the properties so that the document cannot be altered.

portable document format

The three levels needed to create a unique file plan number are

primary, secondary, and tertiary.

Which of the following activities is a part of a disaster recovery plan?

providing off-site storage for vital records

A database object used to instruct the program to find specific information is called a(n) _____.

query

optical character recognition (OCR) Machine

reading of printed or written characters through the use of light-sensitive materials or devices

A(n) _____ consists of all the fields related to one person or topic.

record

Business are developing business processes that​

reduce or eliminate physical records.

A ___________ is a mobile device.​

smartphone

A database element containing a group of records related to one subject or topic is called a(n) _____.

table

When an unforeseen event occurs, employees need to

take immediate action to avoid loss or disruption of operations.

A(n) _____ is a high-level, hierarchical classification system for documents and records that facilities the management of recorded information throughout its life cycle.

taxonomy

Advantages of using online forms include​

the ability to reduce paper and printing costs.

When saving and naming electronic files, make sure that

the file names are meaningful to help you locate the files again.

Because microfiche contains one unit of information, it is a/an ​

unitized microform

Media labels for electronic records should include the​ a.​department name. b.​type of computer used to create the records. c.​All of the above d.​name of the records series.

​All of the above

______ _____ refers to how well the media and equipment work together in accessing information.

​Media compatibility

In which of the following phases of a disaster plan are activities conducted to reduce the probability of loss if an emergency occurs?​

​prevention

Microsoft SharePoint has which three categories for documents?

​record, nonrecord, and unknown​

Backing up computer files to protect against loss of files is an example of​

​records safety procedures.

The end goal of ECM is to organize the company into business activities or processes, while also assigning official​

​retention policies to business processes or record series.

Metadata is structured information that describes, explains, locates, and makes it easier to​

​retrieve, use, or manage an information resource.