Records Retention and Scheduling

Who will be the presenter for the office retention schedules module?

• Michael Brown

• Emily Johnson

• John Smith

• Maria McCashen

What is the main purpose of office retention schedules?

• To create a list of all records in the state archives

• To provide staff with a shorter list of familiar records

• To fulfill the freedom of information law requirement

• To develop detailed information for state agency specific schedules

What is the unique number assigned by the state archives to each record series in a local government schedule or a state general or state agency specific schedule?

• Department or unit

• Retention period

• Schedule item number

• Event that closes a particular file

What is the benefit of creating office retention schedules for electronic records?

• To make electronic records invisible on computers

• To prevent staff from disposing of electronic records

• To remind staff that electronic records exist

• To save digital storage space and ensure proper disposal of records

What is a case file retention sheet?

• A formal schedule for state agencies

• A list of records in the files and their retention periods

• A subset of an office retention schedule

• A guide specifically created for case files with different retention periods

How can office retention schedules help in educating and reminding staff about records management responsibilities?

• By making records retention and disposition difficult to understand

• By delegating records management responsibilities to staff

• By distributing the schedules to staff using the records

• By keeping the schedules part of official policy

What is the main goal for creating office retention schedules?

• To create something complicated and difficult to use

• To make staff aware of their records management obligations

• To demonstrate the importance of records retention in the organization

• To make records retention and disposition easy to understand and carry out

What is the purpose of discussing office schedules during staff orientation?

• To explain why a record can't be provided upon request

• To promote the creation and use of office schedules

• To introduce staff to new schedules

• To make staff aware of their records management obligations

What is the benefit of having staff help develop office retention schedules?

• To demonstrate the importance of records retention in the organization

• To make it more complicated than necessary

• To create a personal interest in using the schedules

• To make staff aware of their records management obligations

What is the main benefit of office retention schedules for managing records?

• To make it difficult to decide what to keep, transfer, or discard

• To make it difficult to keep things organized and help the office run smoothly and efficiently

• To identify permanent records that will need protection and preservation

• To ensure that records are kept for as long as they're legally required