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2. Part 4 test questions

Part 4 Test Questions

PART 4 – RECORDS APPRAISAL, RETENTION, PROTECTION, AND
DISPOSITION
Part 4 relates to records appraisal, retention, protection, and disposition, regardless of the record
media or format. The Annotated Outline provides detailed information about the content of Part 4.

Part 4 – Sample Questions

1. In describing electronic media for a records inventory, include type, size, and:

a. format

b. color

c. density

d. longevity

e. sequence

2. A records inventory should be:

a. used only for the purpose of developing subject classification systems

b. an unproductive, tiresome task

 c. a complete and accurate listing of records series

d. the last step in a RIM program

e. concerned only with computer records

3. Considerations when establishing the legal value of a record include:

a. archival needs

b. provenance principles

c. company policies

d. research value

e. discovery needs

4. A _____ is a group of logically related records that support one or more operations
performed by a given program unit.

a. records retention schedule

b. keyword index

c. records series

d. file pattern

e. relative index

5. Which of the following should a RIM manager consider when deciding if records should be
microfilmed?

a. reduced retrieval costs

b. improved provenance

c. reduced indexing

d. reduced registration

e. records owner

6. Which of the following records could be a category in a general records retention

schedule?

a. operational

b. merger and acquisition

c. engineering

d. administrative
 e. archival

7. Controlling the disposition of electronically stored information can be difficult if the related
data is stored in different:

a. binary codes

b. systems

c. records centers

d. bit maps

e. sectors

8. Which of the following is a method of destroying obsolete records?

a. pulverizing

b. blocking

c. evaporating

d. permuting

e. freezing

9. The time period during which a government agency can investigate or audit an entity is
a(an):

a. gestation period

b. limitation of action

c. administrative action

d. local regulatory limitation

e. government retention requirement

10. When auditing a RIM program, auditors must ensure that the _____ is structured in a
logical way.

a. data migration

b. report analysis

c. retention program

d. destruction process

e. encryption method

11. Janitorial services in areas where vital records are stored should be:
 a. performed only in the presence of authorized employees

b. outsourced to security

c. reduced to the absolute minimum required to meet health regulations

d. performed only by new employees

e. provided similar to other areas in the building

12. If professional help must be delayed longer than 48 hours following a water disaster,
freeze drying may be considered for:

a. photographs

b. microfilm

c. office paper

d. microfiche

e. USB drives

13. The first step in the recovery of water damaged microfilm is:

a. freeze immediately

b. transfer to plastic containers filled with clean, cold water

c. place in a vacuum chamber

d. remove from wet housing

e. sublimation

14. In addition to storing the necessary data off-site, the disaster recovery team should
provide:

a. reproduction equipment

b. a coordination index

c. an organizational chart

d. a record index

e. a sprinkler system

15. Methods used to reduce further deterioration and provide for permanent preservation of
original paper documents include:

a. deacidification and encapsulation

b. freeze drying and lamination

 c. fumigation and microfilming

d. scanning and microfilming

e. vacuum drying and leaf-casting

16. The value a record has for research purposes is _____ value.

a. legal

b. evidential

c. fiscal

d. discovery

e. informational

17. Long retention requirements of electronic records exceeding the life of the media can be
satisfied by:

a. lamination

b. encapsulation

c. ionization

d. magnetization

e. recopying

18. The records retention schedule can best be implemented through:

a. directives

b. executive education

c. administrative communication

d. increased productivity

e. training

19. An accounting ledger inherently has _____ value.

a. administrative

b. fiscal

c. legal

d. evidential

e. informational
20. Reference copies of a record:

a. are official records of an organization

b. should be kept in electronic format only

c. may be subject to discovery

d. are also referred to as physical records

e. need to be backed up on removal media

 

Answers:
1. A
2. C
3. E
4. C
5. A
6. D
7. B
8. A
9. B
10. C
11. A
12. C
13. B
14. A
15. A
16. E
17. E
18. E
19. B
20. C
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