Records Management ACTUAL UPDATED
Exam Questions and CORRECT Answers
Define a public record - CORRECT ANSWER - any information that a public agency
generates or receives in the transaction of its official duties. Any paper, written or printed book,
document or drawing.
What are Archival Records? - CORRECT ANSWER - Records that governments must
keep permanently to meet fiscal, legal or administrative needs of the government ( primary
value) or that the government returns because they contain historically significant information
(secondary value)
Define destruction authorization - CORRECT ANSWER - the formal documentation that a
record has been destroyed
What are essential/vital records - CORRECT ANSWER - Records that are fundamental to
the functioning of the municipality such records are necessary to continue operations without
delay under abnormal conditions. They are critical to the municipality.
What is a permanent record? - CORRECT ANSWER - A record that has been determined
to have sufficient historical, administrative, legal fiscal or other value to warrant continuing
preservation.
Define a records series: - CORRECT ANSWER - groups of identical or related records
that are normally filed together. They are evaluated as a unit for retention.
What are public records and what do they do? - CORRECT ANSWER - Public records are
resources. They document transactions and decisions of public agencies.
safeguard property, register rights and obligations of citizens and their governments and contain
our states historical heritage.
,Who is the owner of the records of the municipality? - CORRECT ANSWER - The
Municipality
Who is the Custodian of Government Records in the municipality? - CORRECT
ANSWER - The Municipal Clerk in the municipality.
What are the responsibilities of the State Records Committee? - CORRECT ANSWER -
Set the retention periods.
Regulates the retention and disposal of all state and local public records and promulgates related
standards.
List the representative of the State Records Committee (SRC) - CORRECT ANSWER - a.
State Treasurer
b. Attorney general
c. State Auditor
d. Director of Local Government Services
e. Chief of Archives
What does DORES stand for? What State Agency is DORES within? - CORRECT
ANSWER - Division of Revenue and Enterprise Services. It is in the Department of
Treasury
Name Three responsibilities of the States Records management Program - CORRECT
ANSWER - a. Records and forms analysis
b. Records storage
c. Image processing
Who is New Jersey Official Research Center of public records of enduring historical value? -
CORRECT ANSWER - The State Archives in NJ
, Name the three pillars of a municipalities Records Management Program - CORRECT
ANSWER - a. Roles and Responsibilities
b. Policies and the procedures supporting the establishes policies
c. Education and training
Who is the Records Officer and manager responsible for implementing local archives and
records retention program? - CORRECT ANSWER - The municipal clerk is the records
officer and manager responsible for implementing local archives and records retention programs
as mandated by the state.
List the documents the Municipal Clerk Maintains custody of? - CORRECT ANSWER -
The Municipal Clerk maintains custody of all minutes, books, deed, bonds, contracts and
archival records of the municipality.
What is the responsibility of the records management coordinator? - CORRECT
ANSWER - Will act as the departments liaison to the municipal clerk to oversee the day to
day records management activities within their respective departments or functional area
What is the function of the Records Management Oversight Committee? - CORRECT
ANSWER - Develop an outline of goals of records management program.
To provide guidance and support ensuring the proper policies are established supported and
updated as needed to comply with all applicable state and federal records management laws and
guidelines.
A records management program has two distinct manuals, what are they? - CORRECT
ANSWER - 1) Records Management Policy
2) A records management procedural manual
What does a Records Management Policy manual do? - CORRECT ANSWER - Outlines
general records management policies for a municipality, its records management program
Exam Questions and CORRECT Answers
Define a public record - CORRECT ANSWER - any information that a public agency
generates or receives in the transaction of its official duties. Any paper, written or printed book,
document or drawing.
What are Archival Records? - CORRECT ANSWER - Records that governments must
keep permanently to meet fiscal, legal or administrative needs of the government ( primary
value) or that the government returns because they contain historically significant information
(secondary value)
Define destruction authorization - CORRECT ANSWER - the formal documentation that a
record has been destroyed
What are essential/vital records - CORRECT ANSWER - Records that are fundamental to
the functioning of the municipality such records are necessary to continue operations without
delay under abnormal conditions. They are critical to the municipality.
What is a permanent record? - CORRECT ANSWER - A record that has been determined
to have sufficient historical, administrative, legal fiscal or other value to warrant continuing
preservation.
Define a records series: - CORRECT ANSWER - groups of identical or related records
that are normally filed together. They are evaluated as a unit for retention.
What are public records and what do they do? - CORRECT ANSWER - Public records are
resources. They document transactions and decisions of public agencies.
safeguard property, register rights and obligations of citizens and their governments and contain
our states historical heritage.
,Who is the owner of the records of the municipality? - CORRECT ANSWER - The
Municipality
Who is the Custodian of Government Records in the municipality? - CORRECT
ANSWER - The Municipal Clerk in the municipality.
What are the responsibilities of the State Records Committee? - CORRECT ANSWER -
Set the retention periods.
Regulates the retention and disposal of all state and local public records and promulgates related
standards.
List the representative of the State Records Committee (SRC) - CORRECT ANSWER - a.
State Treasurer
b. Attorney general
c. State Auditor
d. Director of Local Government Services
e. Chief of Archives
What does DORES stand for? What State Agency is DORES within? - CORRECT
ANSWER - Division of Revenue and Enterprise Services. It is in the Department of
Treasury
Name Three responsibilities of the States Records management Program - CORRECT
ANSWER - a. Records and forms analysis
b. Records storage
c. Image processing
Who is New Jersey Official Research Center of public records of enduring historical value? -
CORRECT ANSWER - The State Archives in NJ
, Name the three pillars of a municipalities Records Management Program - CORRECT
ANSWER - a. Roles and Responsibilities
b. Policies and the procedures supporting the establishes policies
c. Education and training
Who is the Records Officer and manager responsible for implementing local archives and
records retention program? - CORRECT ANSWER - The municipal clerk is the records
officer and manager responsible for implementing local archives and records retention programs
as mandated by the state.
List the documents the Municipal Clerk Maintains custody of? - CORRECT ANSWER -
The Municipal Clerk maintains custody of all minutes, books, deed, bonds, contracts and
archival records of the municipality.
What is the responsibility of the records management coordinator? - CORRECT
ANSWER - Will act as the departments liaison to the municipal clerk to oversee the day to
day records management activities within their respective departments or functional area
What is the function of the Records Management Oversight Committee? - CORRECT
ANSWER - Develop an outline of goals of records management program.
To provide guidance and support ensuring the proper policies are established supported and
updated as needed to comply with all applicable state and federal records management laws and
guidelines.
A records management program has two distinct manuals, what are they? - CORRECT
ANSWER - 1) Records Management Policy
2) A records management procedural manual
What does a Records Management Policy manual do? - CORRECT ANSWER - Outlines
general records management policies for a municipality, its records management program
