ICRM Part 3,4 Exam [ACTUAL EXAM] LATEST VERSION
[QUESTIONS AND ANSWERS] WITH STUDY GUIDE
DETAILED AND VERIFIED FOR GUARANTEED PASS-
LATEST UPDATE 2025 GRADED A
What are the three types of Film? - CORRECT ANSWER Silver Halide Film,
Diazo Film, Vesicular Film
What are the three types of photographic prints? - CORRECT ANSWER Sliver
Gelatin Prints, Color Photographic Prints, Polaroid/Instant Film
What is buffered paper and how does it differ from acid-free paper? - CORRECT
ANSWER Buffered paper contains an alkaline reserve to neutralize acids,
offering extra protection in acidic environments. It's acid-free but with added
longevity.
What is vellum in the context of record formats? - CORRECT ANSWER A
durable writing material made from animal skin (usually calf) used for historical
or archival documents and sensitive to environmental changes.
What is silver halide film known for in records management? - CORRECT
ANSWER It provides high-resolution, archival-quality images with a lifespan of
100+ years when stored properly. Sensitive to light
What are the disadvantages of diazo film? - CORRECT ANSWER Non-
archival, short lifespan (10-20 years), sensitive to heatr and ammonia. Used
mostly for distribution or duplicates.
What is vesicular film and how does it store images? - CORRECT ANSWER It
stores images using bubbles in polymer base. Non-archival and lower quality,
used for temporary or backup records
What are the primary types of photographic prints in records storage? -
CORRECT ANSWER Silver gelatin prints (archival black and white), dye-
based color prints (prone to fading), and instant prints (e.g., Polaroid, non-
archival)
,What 4 environmental conditions are best for storing film and photos? -
CORRECT ANSWER Cool temperatures (around 65), low humidity (30-50%),
dark storage, and away from pollutants and light exposure
Why should dye-based photographs be digitized for long-term access? -
CORRECT ANSWER Because dyes can fade over time, even in good
conditions, digitization helps preserve image content
What are the key advantages of silver halide over diazo film? - CORRECT
ANSWER Higher image quality, long-term stability, archival durability, better
suited for permanent records
What is the key advantage of physical records being "human-readable"? -
CORRECT ANSWER They can be accessed without technology-special
software or device needed
Why are physical originals sometimes preferred for legal purposes? - CORRECT
ANSWER They carry evidential weight and are often required to meet legal or
regulatory standards
What type of physical media is considered archival and durable for 100 + years? -
CORRECT ANSWER Silver Halide microfilm and acid free, lignin free paper
What is a major disadvantage of physical media regarding access? - CORRECT
ANSWER it has slow retrieval times and may require in person handling or
offsite request
What risk is unique to physical media compared to digital? - CORRECT
ANSWER Susceptibility to fire, water damage, pests and physical decay
What is a hybrid records system? - CORRECT ANSWER A combination of
physical and digital formats used for accessibility and compliance
Active records are records that are? - CORRECT ANSWER accessed
frequently
Aperture cards - CORRECT ANSWER Hollerith cards (punched card system)
with mounted microfilm, often used for technical drawing. Basically a special type
of paper or cardboard card that has a small rectangular opening (aperture) where
a microfilm image is mounted.
,What does Archival preservation mean? - CORRECT ANSWER Long-term
maintenance to prevent loss or degradation
What does BLIPS mean? - CORRECT ANSWER Indexing marks used in
microfilm for locating frames. indication marks below the frames for reading
purposes
What is Microfilm? - CORRECT ANSWER is a photographic process that
reduces the size of documents or images onto a roll of plastic film, storing large
amounts of information in a compact space
What does CAR stand for? - CORRECT ANSWER Computer assisted retrieval
What is a CAR Microfilm System? - CORRECT ANSWER Indexes and
retrieves microfilmed documents using computers
What is the definition of case files? - CORRECT ANSWER Group of records
related to a spectific subject person or incident
What does centralized filing mean? - CORRECT ANSWER All files stored and
managed in one central location
What is the definition of Cine mode? - CORRECT ANSWER Microfilm image
layout mimicking a motion picture reel. "Cine=Cinema=Movie Strip=images laid
out sideways across the film"
Coding is the process of? - CORRECT ANSWER The process of assigning
numbers, letters, colors, or symbols to documents to organize, classify and
simplify retrieval in filing systems across, paper, film and photographic formats
Think of coding as giving each record a ... - CORRECT ANSWER License
plate - unique, recognizable and easy to file or find
The main purpose of coding is to ensure? - CORRECT ANSWER Consistent
and structured filing of records
The main purpose of indexing is to enable? - CORRECT ANSWER accurate
and efficient retrieval of records
How is coding different from indexing? - CORRECT ANSWER Coding
determines how a record is filed; indexing determines how it is found
, What is a Commercial records center? - CORRECT ANSWER Offsite facility
storing inactive or archival records
What is Storage Integrity - CORRECT ANSWER Ensuring stored records are
preserved without loss or alteration
How are active records typically handled in microfilm or photographic form? -
CORRECT ANSWER Not ideal for active use - access is slower and may
require special equipment
What is the purpose of an Aperture card in film storage? - CORRECT ANSWER
Stores microfilm images (often engineering drawings) within a punch card for
easy filing and viewing
How is archival preservation applied to paper records? - CORRECT ANSWER
Use of acid free folders, climate control and proper shelving to prevent
deterioration
What is a "blip" in microfilm? - CORRECT ANSWER A marker that allows
automated retrieval of individual frames on a film roll
What role does the CAR Microfilm System play in physical storage? - CORRECT
ANSWER Allows microfilm to be quickly retrieved using a computerized index
- great for large volumes of film
What does "cine mode" mean in microfilm storage? - CORRECT ANSWER
Frames are arranged in a continuous sequence - like a film reel - for efficient
scrolling
Decentralized files are records stored at? - CORRECT ANSWER records
stored at multiple locations usually close to the departments that use them
Density is the amount of? - CORRECT ANSWER the amount of information
stored in a given physical space
Enviornmental Controls is monitoring and regulating? 4 - CORRECT ANSWER
monitoring and regulating temperature, humidity, light and air quality
"Decentralized Files" for paper records mean they are stored in multiple
locations, leading to _________ and _______? - CORRECT ANSWER paper
records are stored in multiple locations, leading to version control issues and
potential duplication
[QUESTIONS AND ANSWERS] WITH STUDY GUIDE
DETAILED AND VERIFIED FOR GUARANTEED PASS-
LATEST UPDATE 2025 GRADED A
What are the three types of Film? - CORRECT ANSWER Silver Halide Film,
Diazo Film, Vesicular Film
What are the three types of photographic prints? - CORRECT ANSWER Sliver
Gelatin Prints, Color Photographic Prints, Polaroid/Instant Film
What is buffered paper and how does it differ from acid-free paper? - CORRECT
ANSWER Buffered paper contains an alkaline reserve to neutralize acids,
offering extra protection in acidic environments. It's acid-free but with added
longevity.
What is vellum in the context of record formats? - CORRECT ANSWER A
durable writing material made from animal skin (usually calf) used for historical
or archival documents and sensitive to environmental changes.
What is silver halide film known for in records management? - CORRECT
ANSWER It provides high-resolution, archival-quality images with a lifespan of
100+ years when stored properly. Sensitive to light
What are the disadvantages of diazo film? - CORRECT ANSWER Non-
archival, short lifespan (10-20 years), sensitive to heatr and ammonia. Used
mostly for distribution or duplicates.
What is vesicular film and how does it store images? - CORRECT ANSWER It
stores images using bubbles in polymer base. Non-archival and lower quality,
used for temporary or backup records
What are the primary types of photographic prints in records storage? -
CORRECT ANSWER Silver gelatin prints (archival black and white), dye-
based color prints (prone to fading), and instant prints (e.g., Polaroid, non-
archival)
,What 4 environmental conditions are best for storing film and photos? -
CORRECT ANSWER Cool temperatures (around 65), low humidity (30-50%),
dark storage, and away from pollutants and light exposure
Why should dye-based photographs be digitized for long-term access? -
CORRECT ANSWER Because dyes can fade over time, even in good
conditions, digitization helps preserve image content
What are the key advantages of silver halide over diazo film? - CORRECT
ANSWER Higher image quality, long-term stability, archival durability, better
suited for permanent records
What is the key advantage of physical records being "human-readable"? -
CORRECT ANSWER They can be accessed without technology-special
software or device needed
Why are physical originals sometimes preferred for legal purposes? - CORRECT
ANSWER They carry evidential weight and are often required to meet legal or
regulatory standards
What type of physical media is considered archival and durable for 100 + years? -
CORRECT ANSWER Silver Halide microfilm and acid free, lignin free paper
What is a major disadvantage of physical media regarding access? - CORRECT
ANSWER it has slow retrieval times and may require in person handling or
offsite request
What risk is unique to physical media compared to digital? - CORRECT
ANSWER Susceptibility to fire, water damage, pests and physical decay
What is a hybrid records system? - CORRECT ANSWER A combination of
physical and digital formats used for accessibility and compliance
Active records are records that are? - CORRECT ANSWER accessed
frequently
Aperture cards - CORRECT ANSWER Hollerith cards (punched card system)
with mounted microfilm, often used for technical drawing. Basically a special type
of paper or cardboard card that has a small rectangular opening (aperture) where
a microfilm image is mounted.
,What does Archival preservation mean? - CORRECT ANSWER Long-term
maintenance to prevent loss or degradation
What does BLIPS mean? - CORRECT ANSWER Indexing marks used in
microfilm for locating frames. indication marks below the frames for reading
purposes
What is Microfilm? - CORRECT ANSWER is a photographic process that
reduces the size of documents or images onto a roll of plastic film, storing large
amounts of information in a compact space
What does CAR stand for? - CORRECT ANSWER Computer assisted retrieval
What is a CAR Microfilm System? - CORRECT ANSWER Indexes and
retrieves microfilmed documents using computers
What is the definition of case files? - CORRECT ANSWER Group of records
related to a spectific subject person or incident
What does centralized filing mean? - CORRECT ANSWER All files stored and
managed in one central location
What is the definition of Cine mode? - CORRECT ANSWER Microfilm image
layout mimicking a motion picture reel. "Cine=Cinema=Movie Strip=images laid
out sideways across the film"
Coding is the process of? - CORRECT ANSWER The process of assigning
numbers, letters, colors, or symbols to documents to organize, classify and
simplify retrieval in filing systems across, paper, film and photographic formats
Think of coding as giving each record a ... - CORRECT ANSWER License
plate - unique, recognizable and easy to file or find
The main purpose of coding is to ensure? - CORRECT ANSWER Consistent
and structured filing of records
The main purpose of indexing is to enable? - CORRECT ANSWER accurate
and efficient retrieval of records
How is coding different from indexing? - CORRECT ANSWER Coding
determines how a record is filed; indexing determines how it is found
, What is a Commercial records center? - CORRECT ANSWER Offsite facility
storing inactive or archival records
What is Storage Integrity - CORRECT ANSWER Ensuring stored records are
preserved without loss or alteration
How are active records typically handled in microfilm or photographic form? -
CORRECT ANSWER Not ideal for active use - access is slower and may
require special equipment
What is the purpose of an Aperture card in film storage? - CORRECT ANSWER
Stores microfilm images (often engineering drawings) within a punch card for
easy filing and viewing
How is archival preservation applied to paper records? - CORRECT ANSWER
Use of acid free folders, climate control and proper shelving to prevent
deterioration
What is a "blip" in microfilm? - CORRECT ANSWER A marker that allows
automated retrieval of individual frames on a film roll
What role does the CAR Microfilm System play in physical storage? - CORRECT
ANSWER Allows microfilm to be quickly retrieved using a computerized index
- great for large volumes of film
What does "cine mode" mean in microfilm storage? - CORRECT ANSWER
Frames are arranged in a continuous sequence - like a film reel - for efficient
scrolling
Decentralized files are records stored at? - CORRECT ANSWER records
stored at multiple locations usually close to the departments that use them
Density is the amount of? - CORRECT ANSWER the amount of information
stored in a given physical space
Enviornmental Controls is monitoring and regulating? 4 - CORRECT ANSWER
monitoring and regulating temperature, humidity, light and air quality
"Decentralized Files" for paper records mean they are stored in multiple
locations, leading to _________ and _______? - CORRECT ANSWER paper
records are stored in multiple locations, leading to version control issues and
potential duplication
