ICRM Part 4 [ACTUAL EXAM] LATEST VERSION [QUESTIONS AND
ANSWERS] WITH STUDY GUIDE DETAILED AND VERIFIED FOR
GUARANTEED PASS- LATEST UPDATE 2025 GRADED A
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
Degaussing - CORRECT ANSWER ___________ can be used to erase the
contents of a hard drive, thumb drive, smart phone or floppy disk.
record series - CORRECT ANSWER During the records inventory, a formalized
survey instrument must delineate the data to be collected for each _________
Orientation sessions - CORRECT ANSWER IF the questionnaire method is used
during a records inventory, it is important to provide
Mission - CORRECT ANSWER Before beginning the records inventory process,
the RIM manager should ask background questions about the ______ of the program
unit
Fiscal - CORRECT ANSWER Records supporting functions which prove the unit's
or organization's financial status have ____ value
, Primary - CORRECT ANSWER The _____ value of records is derived from the
original use for which they are created.
Events - CORRECT ANSWER Some retention triggers are based on specific
_______
litigation - CORRECT ANSWER When a retention period elapses, the record
series is supposed to be eliminated or destroyed, unless destruction is suspended for
_____.
Converted - CORRECT ANSWER The principal advantage of a media-neutral
retention schedule is that revision is not necessary when a record series is _____.
Destruction
Transfer
Conversion - CORRECT ANSWER Retention schedule implementation may
include the following activity:
A fact finding survey that identifies records and includes a detailed listing of the types,
locations, dates, volume, equipment, classification systems, and usage date of an
organization's records - CORRECT ANSWER Records Inventory
Form sent to each individual department and they conduct their own inventory - may not
be consistently accurate or complete - CORRECT ANSWER Questionnaire
Method for Inventory
Records Management officer or individuals under the officer's direction work with a
liaison from the individual departments to conduct the inventory. Can also be conducted
by an outside consultant - Most thorough and accurate method. - CORRECT
ANSWER Consultation Method
The value a record series has for day to day function and operations (procedure
manuals, retention schedules, memos, reports) - CORRECT ANSWER
Administrative Value of a Record
document the agency's financial transactions and obligations (budgets, expenditure
ledgers, credit card reports, payroll) - CORRECT ANSWER Fiscal Value of a
Record
Value records have in meeting legal requirements or use (contracts, agreements,
marriage licenses, property records) - CORRECT ANSWER Legal Value of a
Record
ANSWERS] WITH STUDY GUIDE DETAILED AND VERIFIED FOR
GUARANTEED PASS- LATEST UPDATE 2025 GRADED A
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
Degaussing - CORRECT ANSWER ___________ can be used to erase the
contents of a hard drive, thumb drive, smart phone or floppy disk.
record series - CORRECT ANSWER During the records inventory, a formalized
survey instrument must delineate the data to be collected for each _________
Orientation sessions - CORRECT ANSWER IF the questionnaire method is used
during a records inventory, it is important to provide
Mission - CORRECT ANSWER Before beginning the records inventory process,
the RIM manager should ask background questions about the ______ of the program
unit
Fiscal - CORRECT ANSWER Records supporting functions which prove the unit's
or organization's financial status have ____ value
, Primary - CORRECT ANSWER The _____ value of records is derived from the
original use for which they are created.
Events - CORRECT ANSWER Some retention triggers are based on specific
_______
litigation - CORRECT ANSWER When a retention period elapses, the record
series is supposed to be eliminated or destroyed, unless destruction is suspended for
_____.
Converted - CORRECT ANSWER The principal advantage of a media-neutral
retention schedule is that revision is not necessary when a record series is _____.
Destruction
Transfer
Conversion - CORRECT ANSWER Retention schedule implementation may
include the following activity:
A fact finding survey that identifies records and includes a detailed listing of the types,
locations, dates, volume, equipment, classification systems, and usage date of an
organization's records - CORRECT ANSWER Records Inventory
Form sent to each individual department and they conduct their own inventory - may not
be consistently accurate or complete - CORRECT ANSWER Questionnaire
Method for Inventory
Records Management officer or individuals under the officer's direction work with a
liaison from the individual departments to conduct the inventory. Can also be conducted
by an outside consultant - Most thorough and accurate method. - CORRECT
ANSWER Consultation Method
The value a record series has for day to day function and operations (procedure
manuals, retention schedules, memos, reports) - CORRECT ANSWER
Administrative Value of a Record
document the agency's financial transactions and obligations (budgets, expenditure
ledgers, credit card reports, payroll) - CORRECT ANSWER Fiscal Value of a
Record
Value records have in meeting legal requirements or use (contracts, agreements,
marriage licenses, property records) - CORRECT ANSWER Legal Value of a
Record
