Records Management UPDATED Exam
Questions and CORRECT Answers
Association of Records Managers and Administrators (ARMA) - CORRECT ANSWER -
The most accepted authority for alphabetical filing rules.
Records Mangament - CORRECT ANSWER - A systematic control of information form
its creation until its final disposition. Records are the memory of the organization filing systems
are the key to unlocking the memory bank when info is needed.
Records Mangament - CORRECT ANSWER - Offical documents of an organization that
are valuable enough to be retained.
Records Cycle - CORRECT ANSWER - Series of steps from the moment the record is
created until its final disposition
Life Cycle of a Record - Creation - CORRECT ANSWER - Created when data is recorded
in a usable form
LIfe Cycle of a Record - Use or Application - CORRECT ANSWER - The reason we creat
records; to make decisions, to inform, to educate, collect statictics, etc.
Life Cycle of a Record - Maintenance - CORRECT ANSWER - Includes all the processes
involved in the preservation of a record form creation to disposition: security, storage, and
retrieval.
Life Cycle of a Record - Distribution - CORRECT ANSWER - The acutal physical or
electronic delivery of the record to its intended audience. Types of delivery may include: postal
delivery, computer transmissions, courier services, fax transmissions.
LIfe Cycle of a Record - Disposition - CORRECT ANSWER - Final Step in life cycle of a
record describes what becomes of a record once it has fulfilled its purpose.
,Non-Records - CORRECT ANSWER - Temporary documents that are destroyed after
using.
Active Records - CORRECT ANSWER - records being used in current business activities
of the organization
Inactive Records - CORRECT ANSWER - Records no longer used on a regular basis.
Maybe stored in semi-active, inactive, archives storage depending on importance to the
organization.
Vital Records - CORRECT ANSWER - Essential to the fiscal, legal, operational and
historical funcitons of the orgainzation. They answer the who, what, where questions of an
organization.
Important Records - CORRECT ANSWER - Necessary to continual operation of the
organization; can be replace at great expense if lost.
Useful Record - CORRECT ANSWER - Used in everyday business of organization; not
critical to legal, fiscal, or historical functions of organizations.
Nonessential Records - CORRECT ANSWER - No value once they have served their
purpose and should be destroyed after use.
Rentention - CORRECT ANSWER - How long a record is kept by an organization -
developed for disposal and rentention of records.
Retention Schedule - CORRECT ANSWER - The agreed upon retention and disposal of
records. This includes the transfer of records from active to semi-active or inactive storage US
Government publishes The Guide to Record Retention Requirements annually.
, Periodic Transfer - CORRECT ANSWER - A specified time in which the reocrds are
physically moved to another location. It may be semiannually or annually depending on the
volumn of records.
Perpetual Transfer - CORRECT ANSWER - An on going transfer of records from active
storage to inactive, semi-active, or archive storage. Transfer of records that occurs on a weekly,
bimonthly, or monthly basis.
Certification of Destruction - CORRECT ANSWER - Prepared to show the name, method
& date of disposal of the document for future ID purposes.
Primary Value - CORRECT ANSWER - Refers to the value of the records in active
storage. 4 Types - Fiscal (financial transaction of org.) - Legal (legal ovligations of org.) -
Administrative (current business of org.) - Research (research for org.)
Secondary Value - CORRECT ANSWER - Refers to records retained in semi-active,
inactive, or archive storage. 2 Types - Information (information of importance, regard, events,
people, or places to org) - Evidence (traces history of org. policies, procedures, practices)
Active Storage - CORRECT ANSWER - Where current records are stored
Inactive Storage - CORRECT ANSWER - Where semi-active, inactive or archived records
are stored.
Folders - CORRECT ANSWER - Storage containers for individual records.
Cut/Tabs - CORRECT ANSWER - Number of tabs extending across a set of folders.
Single cut - 1 tab, Third cuts - 3 tabs, Fifth cut - 5 tabs.
Ridges or Score - CORRECT ANSWER - At the base of a folder that allows for expansion
Questions and CORRECT Answers
Association of Records Managers and Administrators (ARMA) - CORRECT ANSWER -
The most accepted authority for alphabetical filing rules.
Records Mangament - CORRECT ANSWER - A systematic control of information form
its creation until its final disposition. Records are the memory of the organization filing systems
are the key to unlocking the memory bank when info is needed.
Records Mangament - CORRECT ANSWER - Offical documents of an organization that
are valuable enough to be retained.
Records Cycle - CORRECT ANSWER - Series of steps from the moment the record is
created until its final disposition
Life Cycle of a Record - Creation - CORRECT ANSWER - Created when data is recorded
in a usable form
LIfe Cycle of a Record - Use or Application - CORRECT ANSWER - The reason we creat
records; to make decisions, to inform, to educate, collect statictics, etc.
Life Cycle of a Record - Maintenance - CORRECT ANSWER - Includes all the processes
involved in the preservation of a record form creation to disposition: security, storage, and
retrieval.
Life Cycle of a Record - Distribution - CORRECT ANSWER - The acutal physical or
electronic delivery of the record to its intended audience. Types of delivery may include: postal
delivery, computer transmissions, courier services, fax transmissions.
LIfe Cycle of a Record - Disposition - CORRECT ANSWER - Final Step in life cycle of a
record describes what becomes of a record once it has fulfilled its purpose.
,Non-Records - CORRECT ANSWER - Temporary documents that are destroyed after
using.
Active Records - CORRECT ANSWER - records being used in current business activities
of the organization
Inactive Records - CORRECT ANSWER - Records no longer used on a regular basis.
Maybe stored in semi-active, inactive, archives storage depending on importance to the
organization.
Vital Records - CORRECT ANSWER - Essential to the fiscal, legal, operational and
historical funcitons of the orgainzation. They answer the who, what, where questions of an
organization.
Important Records - CORRECT ANSWER - Necessary to continual operation of the
organization; can be replace at great expense if lost.
Useful Record - CORRECT ANSWER - Used in everyday business of organization; not
critical to legal, fiscal, or historical functions of organizations.
Nonessential Records - CORRECT ANSWER - No value once they have served their
purpose and should be destroyed after use.
Rentention - CORRECT ANSWER - How long a record is kept by an organization -
developed for disposal and rentention of records.
Retention Schedule - CORRECT ANSWER - The agreed upon retention and disposal of
records. This includes the transfer of records from active to semi-active or inactive storage US
Government publishes The Guide to Record Retention Requirements annually.
, Periodic Transfer - CORRECT ANSWER - A specified time in which the reocrds are
physically moved to another location. It may be semiannually or annually depending on the
volumn of records.
Perpetual Transfer - CORRECT ANSWER - An on going transfer of records from active
storage to inactive, semi-active, or archive storage. Transfer of records that occurs on a weekly,
bimonthly, or monthly basis.
Certification of Destruction - CORRECT ANSWER - Prepared to show the name, method
& date of disposal of the document for future ID purposes.
Primary Value - CORRECT ANSWER - Refers to the value of the records in active
storage. 4 Types - Fiscal (financial transaction of org.) - Legal (legal ovligations of org.) -
Administrative (current business of org.) - Research (research for org.)
Secondary Value - CORRECT ANSWER - Refers to records retained in semi-active,
inactive, or archive storage. 2 Types - Information (information of importance, regard, events,
people, or places to org) - Evidence (traces history of org. policies, procedures, practices)
Active Storage - CORRECT ANSWER - Where current records are stored
Inactive Storage - CORRECT ANSWER - Where semi-active, inactive or archived records
are stored.
Folders - CORRECT ANSWER - Storage containers for individual records.
Cut/Tabs - CORRECT ANSWER - Number of tabs extending across a set of folders.
Single cut - 1 tab, Third cuts - 3 tabs, Fifth cut - 5 tabs.
Ridges or Score - CORRECT ANSWER - At the base of a folder that allows for expansion
