CIP Exam Study Guide Questions With Complete Solutions
A law firm has run out of space and is looking to lease a nearby
building. The records manager notes that there
are hundreds of boxes and file cabinets filled with internal and
client files and suggests scanning them all to free
up that space for offices. Which approach would best apply in
this situation? Correct Answer B, full back file conversion, is
the best answer here because the purpose of the initiative is to
reclaim space
taken up by paper records so it can be used for offices
A legal hold has just been placed for invoices relating to a
certain project. What step should you take regarding
the invoices?
a. Convert them to a standardized file format.
b. Copy them to a flash drive, then write protect it.
c. Set access controls to prevent editing or deleting them.
d. Delete them and notify legal that they have been disposed of.
Correct Answer The correct answer is C, set access controls.
An organization has determined that certain records have two
different retention periods, 6 years and 10 years.
How long should the records be kept?
a. Indefinitely, until the two periods can be consolidated
b. 6 years
c. 10 years
d. 16 years Correct Answer The correct answer here is C, 10
years, the longest of the two retention periods.
,An organization is trying to get its HR files digitized and
organized. Where should the resulting files be stored?
a. On a secured network file share assigned to HR
b. On the HR manager's workstation
c. In the repository designated for HR files
d. In a folder on an encrypted flash drive Correct Answer The
best answer here is C, in the repository designated for HR files.
An organization wants to make customer invoices available
through a self-service web portal. Invoices can be
single or multiple pages. Which file format would best meet
their needs?
a. PDF
b. TIFF
c. JPEG
d. Office Correct Answer The correct answer is A, PDF.
While TIFF supports multiple pages, TIFF readers are not as
common, and
organizations should not expect their customers to be able to
find and install TIFF readers. JPG is not wellsuited
for multiple page images. Office also requires readers, and while
those are more common than TIFF, they
are not as ubiquitous as PDF.
For organizations creating new documents today, which file
format is most likely to be readily accessible over
time?
a. Microsoft Excel
b. Adobe PDF
c. AutoDesk AutoCAD
, d. CorelDraw Drawing Correct Answer The best answer here
is B, Adobe PDF, which has been published as a standard, ISO
32000. Excel, AutoCad,
and CorelDraw drawings are all complex and proprietary file
formats that will likely require significant effort to
access over time.
How can you authenticate data provided by third parties? (select
2)
a. By setting up collection systems with passwords and access
controls
b. By establishing and safeguarding the chain of custody
c. Through analysis of the metadata associated with the data
d. By capturing screenshots from the devices and accounts
requested Correct Answer The correct answers are B, chain of
custody, and C, metadata.
How does automation of common records management tasks
benefit individual employees? (select 2)
a. It allows them to focus on core business tasks.
b. It provides evidence of the amount of work they have
performed.
c. It ensures that all information is captured directly into the
records repository.
d. It improves their ability to find and trust the information they
need for their jobs Correct Answer The correct answers are A,
it allows them to focus on core business tasks, and D, it
improves their ability to find and trust information
How does information governance affect the discovery process?
a. It makes production of relevant information faster and easier.
A law firm has run out of space and is looking to lease a nearby
building. The records manager notes that there
are hundreds of boxes and file cabinets filled with internal and
client files and suggests scanning them all to free
up that space for offices. Which approach would best apply in
this situation? Correct Answer B, full back file conversion, is
the best answer here because the purpose of the initiative is to
reclaim space
taken up by paper records so it can be used for offices
A legal hold has just been placed for invoices relating to a
certain project. What step should you take regarding
the invoices?
a. Convert them to a standardized file format.
b. Copy them to a flash drive, then write protect it.
c. Set access controls to prevent editing or deleting them.
d. Delete them and notify legal that they have been disposed of.
Correct Answer The correct answer is C, set access controls.
An organization has determined that certain records have two
different retention periods, 6 years and 10 years.
How long should the records be kept?
a. Indefinitely, until the two periods can be consolidated
b. 6 years
c. 10 years
d. 16 years Correct Answer The correct answer here is C, 10
years, the longest of the two retention periods.
,An organization is trying to get its HR files digitized and
organized. Where should the resulting files be stored?
a. On a secured network file share assigned to HR
b. On the HR manager's workstation
c. In the repository designated for HR files
d. In a folder on an encrypted flash drive Correct Answer The
best answer here is C, in the repository designated for HR files.
An organization wants to make customer invoices available
through a self-service web portal. Invoices can be
single or multiple pages. Which file format would best meet
their needs?
a. PDF
b. TIFF
c. JPEG
d. Office Correct Answer The correct answer is A, PDF.
While TIFF supports multiple pages, TIFF readers are not as
common, and
organizations should not expect their customers to be able to
find and install TIFF readers. JPG is not wellsuited
for multiple page images. Office also requires readers, and while
those are more common than TIFF, they
are not as ubiquitous as PDF.
For organizations creating new documents today, which file
format is most likely to be readily accessible over
time?
a. Microsoft Excel
b. Adobe PDF
c. AutoDesk AutoCAD
, d. CorelDraw Drawing Correct Answer The best answer here
is B, Adobe PDF, which has been published as a standard, ISO
32000. Excel, AutoCad,
and CorelDraw drawings are all complex and proprietary file
formats that will likely require significant effort to
access over time.
How can you authenticate data provided by third parties? (select
2)
a. By setting up collection systems with passwords and access
controls
b. By establishing and safeguarding the chain of custody
c. Through analysis of the metadata associated with the data
d. By capturing screenshots from the devices and accounts
requested Correct Answer The correct answers are B, chain of
custody, and C, metadata.
How does automation of common records management tasks
benefit individual employees? (select 2)
a. It allows them to focus on core business tasks.
b. It provides evidence of the amount of work they have
performed.
c. It ensures that all information is captured directly into the
records repository.
d. It improves their ability to find and trust the information they
need for their jobs Correct Answer The correct answers are A,
it allows them to focus on core business tasks, and D, it
improves their ability to find and trust information
How does information governance affect the discovery process?
a. It makes production of relevant information faster and easier.
