ICRM Part 4 UPDATED ACTUAL Exam
Questions and CORRECT Answers
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. - CORRECT ANSWER - Functional Retention Schedule
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. - CORRECT ANSWER - Departmental
Retention Schedule
Legal Department
Business Users
Historical Users - CORRECT ANSWER - Who are the stakeholders for a retention
schedule?
Simplifies retention schedules to consolidate record types by function and/or similar retention
requirement - CORRECT ANSWER - Big Bucket Retention
Higher likelihood of compliance
simplified training
standard retention periods
Easier to update and maintain - CORRECT ANSWER - Pros of Big Bucket Retention
Event triggers
Needs granularity
Complex to develop
Risk of over retention - CORRECT ANSWER - Cons of Big Bucket approach
,Record Series Code, Name and Definition
Retention Period
Disposition Instructions
Legal Citations - CORRECT ANSWER - Parts of a Retention Schedule
frequently used records needed to perform current operations - CORRECT ANSWER -
Active Records
records that do not have to be readily available but which must be kept for legal, fiscal, or
historical purposes - CORRECT ANSWER - Inactive Records
Set of regulations adopted by the European Union to protect Internet users from clandestine
tracking and unauthorized personal data usage. - CORRECT ANSWER - General Data
Protection Regulation (GDPR)
Hold for non fiscal audit - CORRECT ANSWER - Administrative Hold
Widely accepted standards used by organizations; not formal - CORRECT ANSWER - de
facto standards
Formalized by an industry or government body - CORRECT ANSWER - De jure
standards
Documents that records were properly destroyed in the ordinary course of business - CORRECT
ANSWER - certificate of destruction
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 -
CORRECT ANSWER - Business Continuity Plan
,Top Management Support - CORRECT ANSWER - A records inventory cannot succeed
without _____ and the cooperation of individual program units.
Outside Consultants - CORRECT ANSWER - The records inventory project can be
accomplished by RIM staff, departmental staff or
Preliminary Summary - CORRECT ANSWER - Before the records inventory project
begins, it is important to conduct a ___ to identify the location of records and estimate total
volumes.
record series - CORRECT ANSWER - During the records inventory process, a records
inventory form must be completed for each ____
Data Mapping - CORRECT ANSWER - ______ is a comprehensive inventory of an
organizations IT systems that store information
Primary - CORRECT ANSWER - The _____ value of records is derived from the original
use for which they are created
Administrative - CORRECT ANSWER - ________ retention criteria are sometimes
described as operational or user retention parameters
Evidentiary - CORRECT ANSWER - In support of legal activity, RIM Managers must
ensure that ____ issues are considered when retention guidelines are formulated.
Secondary - CORRECT ANSWER - Scholarly retention criteria are sometimes
characterized as _____ value to distinguish them from primary business purposes for which the
records are created
Departmental - CORRECT ANSWER - Program specific or ____ retention schedules are
reviewed intially by the program units for which they are preapted
, Phased - CORRECT ANSWER - To increase the likelihood of a successful enterprise wide
implementation of a new retention schedule, a ___ rollout at a measured pace is strongly
recommended
A destruction of records with elapsed retention periods. - CORRECT ANSWER - To
implement retention schedules, program units must identify records series that are elgible for
retention actions including:
When an existing record series is combined with another. - CORRECT ANSWER -
Retention schedules require periodic revisions to add or delete record series which should
include:
Insurance policy - CORRECT ANSWER - A vital records protection program is, in effect,
an _____ for essential information.
Business continuity - CORRECT ANSWER - _________ is the ability of an organization
to maintain essential operations following a disaster.
Qualitive - CORRECT ANSWER - A _______ risk assessment is particularly useful for
identifying and categorizing physical security problems and other vulnerabilities.
Certificate of Destruction - CORRECT ANSWER - A ____________ is a record that
documents the disposal of specific records in conformity with an organization's formally
established policies
Archives - CORRECT ANSWER - _________ management is the general oversight of a
program to appraise, acquire, arrange and describe, preserve and authenticate permanently
valuable records.
The materials received by an archival repository as a unit - CORRECT ANSWER -
Acquisition
Questions and CORRECT Answers
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. - CORRECT ANSWER - Functional Retention Schedule
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. - CORRECT ANSWER - Departmental
Retention Schedule
Legal Department
Business Users
Historical Users - CORRECT ANSWER - Who are the stakeholders for a retention
schedule?
Simplifies retention schedules to consolidate record types by function and/or similar retention
requirement - CORRECT ANSWER - Big Bucket Retention
Higher likelihood of compliance
simplified training
standard retention periods
Easier to update and maintain - CORRECT ANSWER - Pros of Big Bucket Retention
Event triggers
Needs granularity
Complex to develop
Risk of over retention - CORRECT ANSWER - Cons of Big Bucket approach
,Record Series Code, Name and Definition
Retention Period
Disposition Instructions
Legal Citations - CORRECT ANSWER - Parts of a Retention Schedule
frequently used records needed to perform current operations - CORRECT ANSWER -
Active Records
records that do not have to be readily available but which must be kept for legal, fiscal, or
historical purposes - CORRECT ANSWER - Inactive Records
Set of regulations adopted by the European Union to protect Internet users from clandestine
tracking and unauthorized personal data usage. - CORRECT ANSWER - General Data
Protection Regulation (GDPR)
Hold for non fiscal audit - CORRECT ANSWER - Administrative Hold
Widely accepted standards used by organizations; not formal - CORRECT ANSWER - de
facto standards
Formalized by an industry or government body - CORRECT ANSWER - De jure
standards
Documents that records were properly destroyed in the ordinary course of business - CORRECT
ANSWER - certificate of destruction
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 -
CORRECT ANSWER - Business Continuity Plan
,Top Management Support - CORRECT ANSWER - A records inventory cannot succeed
without _____ and the cooperation of individual program units.
Outside Consultants - CORRECT ANSWER - The records inventory project can be
accomplished by RIM staff, departmental staff or
Preliminary Summary - CORRECT ANSWER - Before the records inventory project
begins, it is important to conduct a ___ to identify the location of records and estimate total
volumes.
record series - CORRECT ANSWER - During the records inventory process, a records
inventory form must be completed for each ____
Data Mapping - CORRECT ANSWER - ______ is a comprehensive inventory of an
organizations IT systems that store information
Primary - CORRECT ANSWER - The _____ value of records is derived from the original
use for which they are created
Administrative - CORRECT ANSWER - ________ retention criteria are sometimes
described as operational or user retention parameters
Evidentiary - CORRECT ANSWER - In support of legal activity, RIM Managers must
ensure that ____ issues are considered when retention guidelines are formulated.
Secondary - CORRECT ANSWER - Scholarly retention criteria are sometimes
characterized as _____ value to distinguish them from primary business purposes for which the
records are created
Departmental - CORRECT ANSWER - Program specific or ____ retention schedules are
reviewed intially by the program units for which they are preapted
, Phased - CORRECT ANSWER - To increase the likelihood of a successful enterprise wide
implementation of a new retention schedule, a ___ rollout at a measured pace is strongly
recommended
A destruction of records with elapsed retention periods. - CORRECT ANSWER - To
implement retention schedules, program units must identify records series that are elgible for
retention actions including:
When an existing record series is combined with another. - CORRECT ANSWER -
Retention schedules require periodic revisions to add or delete record series which should
include:
Insurance policy - CORRECT ANSWER - A vital records protection program is, in effect,
an _____ for essential information.
Business continuity - CORRECT ANSWER - _________ is the ability of an organization
to maintain essential operations following a disaster.
Qualitive - CORRECT ANSWER - A _______ risk assessment is particularly useful for
identifying and categorizing physical security problems and other vulnerabilities.
Certificate of Destruction - CORRECT ANSWER - A ____________ is a record that
documents the disposal of specific records in conformity with an organization's formally
established policies
Archives - CORRECT ANSWER - _________ management is the general oversight of a
program to appraise, acquire, arrange and describe, preserve and authenticate permanently
valuable records.
The materials received by an archival repository as a unit - CORRECT ANSWER -
Acquisition
