ICRM PART 4 EXPECTED QUESTIONS WITH
VERIFIED ANSWERS
Question 1.
Functional Retention Schedule
ANSWER
A schedule that groups records series based on business functions, such as financial, legal,
product management, or sales. Each function or grouping is also used for classification.
Rather than detail every sequence of records, these larger functional groups are less
numerous and are easier for users to understand.
Question 2.
Departmental Retention Schedule
ANSWER
A retention schedule prepared for a specific department or other program unit and that is
limited to a record series held by that program unit.
Question 3.
Who are the stakeholders for a retention schedule?
ANSWER
i. Legal Department
ii. Business Users
iii. Historical Users
Question 4.
Big Bucket Retention
ANSWER
Simplifies retention schedules to consolidate record types by function and/or similar
retention requirement
,Question 5.
Pros of Big Bucket
Retention
ANSWER
i. Higher likelihood of compliance
ii. simplified training
iii. standard retention periods
iv. Easier to update and maintain
Question 6.
Cons of Big Bucket approach
ANSWER
i. Event triggers
ii. Needs granularity
iii. Complex to develop
iv. Risk of over retention
Question 7.
Parts of a Retention Schedule
ANSWER
i. Record Series Code, Name and Definition
ii. Retention Period
iii. Disposition Instructions
iv. Legal Citations
Question 8.
Active Records
ANSWER
frequently used records needed to perform current operations
,Question 9.
Inactive Records
ANSWER
records that do not have to be readily available but which must be kept for legal, fiscal, or
historical purposes
Question 10.
General Data Protection Regulation (GDPR)
ANSWER
Set of regulations adopted by the European Union to protect Internet users from clandestine
tracking and unauthorized personal data usage.
Question 11.
Administrative
Hold
ANSWER
Hold for non fiscal audit
Question 12.
de facto standards
ANSWER
Widely accepted standards used by organizations; not formal
Question 13.
De jure standards
ANSWER
Formalized by an industry or government body
, Question 14.
certificate of destruction
ANSWER
Documents that records were properly destroyed in the ordinary course of business
Question 15.
Business Continuity Plan
ANSWER
A plan for how an organization will recover and restore partially or completely interrupted
critical function(s) within a predetermined time after a disaster or extended disruption
Question 16.
A records inventory cannot succeed without _____ and the cooperation of individual program units.
ANSWER
Top Management Support
Question 17.
The records inventory project can be accomplished by RIM staff, departmental staff or
ANSWER
Outside Consultants
Question 18.
Before the records inventory project begins, it is important to conduct a ___ to identify the location of
records and estimate total volumes.
ANSWER
Preliminary Summary
VERIFIED ANSWERS
Question 1.
Functional Retention Schedule
ANSWER
A schedule that groups records series based on business functions, such as financial, legal,
product management, or sales. Each function or grouping is also used for classification.
Rather than detail every sequence of records, these larger functional groups are less
numerous and are easier for users to understand.
Question 2.
Departmental Retention Schedule
ANSWER
A retention schedule prepared for a specific department or other program unit and that is
limited to a record series held by that program unit.
Question 3.
Who are the stakeholders for a retention schedule?
ANSWER
i. Legal Department
ii. Business Users
iii. Historical Users
Question 4.
Big Bucket Retention
ANSWER
Simplifies retention schedules to consolidate record types by function and/or similar
retention requirement
,Question 5.
Pros of Big Bucket
Retention
ANSWER
i. Higher likelihood of compliance
ii. simplified training
iii. standard retention periods
iv. Easier to update and maintain
Question 6.
Cons of Big Bucket approach
ANSWER
i. Event triggers
ii. Needs granularity
iii. Complex to develop
iv. Risk of over retention
Question 7.
Parts of a Retention Schedule
ANSWER
i. Record Series Code, Name and Definition
ii. Retention Period
iii. Disposition Instructions
iv. Legal Citations
Question 8.
Active Records
ANSWER
frequently used records needed to perform current operations
,Question 9.
Inactive Records
ANSWER
records that do not have to be readily available but which must be kept for legal, fiscal, or
historical purposes
Question 10.
General Data Protection Regulation (GDPR)
ANSWER
Set of regulations adopted by the European Union to protect Internet users from clandestine
tracking and unauthorized personal data usage.
Question 11.
Administrative
Hold
ANSWER
Hold for non fiscal audit
Question 12.
de facto standards
ANSWER
Widely accepted standards used by organizations; not formal
Question 13.
De jure standards
ANSWER
Formalized by an industry or government body
, Question 14.
certificate of destruction
ANSWER
Documents that records were properly destroyed in the ordinary course of business
Question 15.
Business Continuity Plan
ANSWER
A plan for how an organization will recover and restore partially or completely interrupted
critical function(s) within a predetermined time after a disaster or extended disruption
Question 16.
A records inventory cannot succeed without _____ and the cooperation of individual program units.
ANSWER
Top Management Support
Question 17.
The records inventory project can be accomplished by RIM staff, departmental staff or
ANSWER
Outside Consultants
Question 18.
Before the records inventory project begins, it is important to conduct a ___ to identify the location of
records and estimate total volumes.
ANSWER
Preliminary Summary
