Electronic Records Management

What is the definition of a record according to ISO 15489?

• A recorded information or object which can be treated as a unit

• A set of instructions allocated to class or file records

• A systematic identification and arrangement of business activities or records into categories

• An information set down in any physical form or characteristic

What is the purpose of a retention schedule in records management?

• To determine the length of time for which records will be retained

• To organize records into categories according to a logical structure

• To capture and declare records into a system

• To provide metadata about the records

What is the main business driver for electronic records management?

• Compliance

• Effectiveness

• Business Continuity

• Efficiency

What is the concept of metadata in electronic records management?

• Data that describes the context, content, or structure of a record

• A systematic identification and arrangement of business activities or records into categories

• An information set down in any physical form or characteristic

• A set of instructions allocated to class or file records

What is the purpose of capturing records in the records management life cycle?

• To get records into a system and record their existence

• To determine the length of time for which records will be retained

• To provide metadata about the records

• To organize records into categories according to a logical structure

What are the drivers of electronic records management?

• Compliance, effectiveness, efficiency, and continuity

• Compliance, effectiveness, efficiency, and integrity

• Effectiveness, efficiency, continuity, and reliability

• Compliance, efficiency, continuity, and authenticity

What is the key takeaway from the session regarding records management?

• Records management is about organizing everything first

• Records management is the art of creating more records

• Records management is the art of throwing things away

• Records management is about keeping everything forever

What is the purpose of a records decision tree?

• To determine whether something is a record or not

• To create a filing structure

• To classify records by function

• To organize files by date

What is the recommended approach for naming electronic files?

• Different naming conventions for each department

• Long and descriptive file names

• Random naming conventions

• Consistency in naming conventions

How can a classification scheme be related to records retention?

• By keeping records indefinitely

• By archiving all records immediately

• By applying the same retention principles to the content in the filing structure

• By destroying records after a year