MUNICIPAL CLERK CHAPTER 4 EXAM
QUESTIONS AND ANSWERS
steps for record destruction - ANSWER-1. authorization form DORES
2. learn options for disposition (Physical destruction or transfer of ownership)
3. Request for records destruction via Artimis
benefits of disposition process - ANSWER-increased efficiency by removing
unnecessary files
avoid liability and cost create by premature disposition
avoid loss of historical legacy
avoid unnecessary expenditures
Methods of destroying approved inactive records - ANSWER-shred
controlled burning
erase
recycle
archives
deletion of electronic media
What is an active record - ANSWER-current files, needed to conduct current
business matters. necessary for daily business
what is a semi-active record - ANSWER-kept for admin, legal, or fiscal reasons, not
referenced regularly. used less than once per month.
what is an inactive record - ANSWER-no longer referenced doc and tend to be
stored in a less accessible area
Enviornmental Controls for records protect against - ANSWER-temp fluctuation
insects/vermin
dust and other pollutants
improper handling
fire detection and protection
Vital/essential records - ANSWER-records critical to the municipal operation and
documents the assets of the state and municipality
ex: Emergency operating records-
public health, safety, and order and conduct of municipal activities
rights and interest records- essential for the preservation of legal rights and interests
of citizen, staff and gov.
Metadata - ANSWER-data about data
, Enterprise Content Management Systems - ANSWER-process for gaining control of
records and info.
central tech platform used to capture, manage, store, preserve, and deliver
electronic content.
three pillars of records management - ANSWER-1. roles and responsibility
2. policy and supporting procedures
3. education and training
Division of Revenue and Enterprise Services (DORES) - ANSWER-within the dept.
of treasury
the state records management program consists of three areas.
1. records and forms analysis
2. records storage
3. image processing
Records Officer and Records Custodian = - ANSWER-Municipal Clerk
Records Management Policy Manual - ANSWER-outlines general policies
Records Management Procedure Manual - ANSWER-Provides the instruction on
how to carry out steps to support established policies
OPRA - ANSWER-Public access to government records
NJSA 47:1A-et seq.
record exemptions to public access - ANSWER-any other statutes saying so
resolution by legislature
authority of state of executive order by governor
rules of court
any federal law
federal regulations
federal order
Records Exempt from Disclosure by Statute - ANSWER-Admin or tech information
regarding computer hardware, software, and networks that could jeopordize security
security measures and survelliance tech that could create risk to safety if disclosed.
info that could give an advantage to competitors or bidders
Convicts requesting their victim records
personnel and pension records - except specific info
QUESTIONS AND ANSWERS
steps for record destruction - ANSWER-1. authorization form DORES
2. learn options for disposition (Physical destruction or transfer of ownership)
3. Request for records destruction via Artimis
benefits of disposition process - ANSWER-increased efficiency by removing
unnecessary files
avoid liability and cost create by premature disposition
avoid loss of historical legacy
avoid unnecessary expenditures
Methods of destroying approved inactive records - ANSWER-shred
controlled burning
erase
recycle
archives
deletion of electronic media
What is an active record - ANSWER-current files, needed to conduct current
business matters. necessary for daily business
what is a semi-active record - ANSWER-kept for admin, legal, or fiscal reasons, not
referenced regularly. used less than once per month.
what is an inactive record - ANSWER-no longer referenced doc and tend to be
stored in a less accessible area
Enviornmental Controls for records protect against - ANSWER-temp fluctuation
insects/vermin
dust and other pollutants
improper handling
fire detection and protection
Vital/essential records - ANSWER-records critical to the municipal operation and
documents the assets of the state and municipality
ex: Emergency operating records-
public health, safety, and order and conduct of municipal activities
rights and interest records- essential for the preservation of legal rights and interests
of citizen, staff and gov.
Metadata - ANSWER-data about data
, Enterprise Content Management Systems - ANSWER-process for gaining control of
records and info.
central tech platform used to capture, manage, store, preserve, and deliver
electronic content.
three pillars of records management - ANSWER-1. roles and responsibility
2. policy and supporting procedures
3. education and training
Division of Revenue and Enterprise Services (DORES) - ANSWER-within the dept.
of treasury
the state records management program consists of three areas.
1. records and forms analysis
2. records storage
3. image processing
Records Officer and Records Custodian = - ANSWER-Municipal Clerk
Records Management Policy Manual - ANSWER-outlines general policies
Records Management Procedure Manual - ANSWER-Provides the instruction on
how to carry out steps to support established policies
OPRA - ANSWER-Public access to government records
NJSA 47:1A-et seq.
record exemptions to public access - ANSWER-any other statutes saying so
resolution by legislature
authority of state of executive order by governor
rules of court
any federal law
federal regulations
federal order
Records Exempt from Disclosure by Statute - ANSWER-Admin or tech information
regarding computer hardware, software, and networks that could jeopordize security
security measures and survelliance tech that could create risk to safety if disclosed.
info that could give an advantage to competitors or bidders
Convicts requesting their victim records
personnel and pension records - except specific info
