Exam 2 - Records and Information: Creation and Use Flashcards by Kristi Swenson

Some organizations make the decision not to map all ESI but only data they deem:

a. a risk to the organization
b. inactive
c. active
d. recoverable
e. professional in nature

a. a risk to the organization

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_____ can be applied to brand names, logos, service marks and emblems.

a. Patents
b. Trademarks
c. Trade rights
d. Copyright
e. Trade secret protection

b. trademarks

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A risk assessment site survey includes:

a. developing an updated set of floor plans
b. locating a records disaster recovery site
c. performing a physical property inventory
d. determining structural and environmental safety
e. determining record retention requirements

d. determining structural and environmental safety

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_____ is descriptive information about electronic records.

a. Input data
b. Taxonomy
c. Metadata
d. Source code
e. Spoliation

c. metadata

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Corporate email messages are:

a. always classified
b. unclassified
c. archived
d. potential records
e. exempt from legal discovery

d. potential records

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Blank forms are considered:

a. records
b. for retention
c. useless
d. nonrecords
e. vital

d. nonrecords

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The process of periodically converting electronic records to new file formats or new storage media is:

a. reusability
b. digital asset management
c. printing
d. media stability
e. data migration

e. data migration

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Proprietary file formats for electronic records are also referred to as _____ formats.

a. native
b. encrypted
c. secure
d. classified
e. audit

a. native

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Changes in _____ can render previously recorded information unusable.

a. migration
b. servers
c. software
d. retention
e. users

c. software

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If a taxonomy for an enterprise content management system has been carefully developed:

a. records retention policies are no longer valid
b. it will change as business processes evolve
c. users will no longer have input into its design
d. records are no longer discoverable
e. maintenance agreements will become null and void

b. it will change as business processes evolve

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Question 11
Electronic records must demonstrate \_\_\_\_\_ for admissibility purposes.
a.	transferability
b.	compliance
c.	authenticity
d.	spoliation
e.	duplication

c. authenticity

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Categorization software products employ synonym lists, pattern matching algorithms, word clustering, and word _____ to analyze a document’s content and identify key words for indexing purposes.

a. dictionaries
b. proximities
c. images
d. counts
e. rules

b. proximites

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A _____ risk assessment is usually based on a physical survey of locations where vital records are stored.

a. compliance
b. financial
c. quantitative
d. confidential
e. qualitative

e. qualitative

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Collaborative work tools can reduce both communication time and travel costs, and encourage:

a. compliance
b. security
c. creativity
d. privacy
e. encryption

c. creativity

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_____ is destruction of evidence, including records that an organization knows are relevant to impending or ongoing litigation.

a. Encryption
b. Migration
c. Shredding
d. Spoliation
e. Resolution

d. spoliation

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The investigative phase of litigation when the opposing party can obtain access to recorded information believed to be relevant to its case is:

a. spoliation
b. reference activity
c. court investigation
d. pre-trial discovery
e. continuity

d. pre-trial discovery

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Websites that enable users to contribute, collaborate, and edit site content are:

a. libraries
b. archives
c. internets
d. blogs
e. wikis

e. wikis

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One of the most significant differences between Web 2.0 and traditional Web 1.0 is greater _____ among Internet users.

a. stability
b. collaboration
c. confidentiality
d. intelligence
e. privacy

b. collaboration

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ISO _____ is a framework of policies and procedures that includes all legal, physical, and technical controls involved in an organization’s information risk management processes.

a. 15489
b. 74009
c. 89541
d. 27001
e. 26773

a. 15489

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A/An _____ policy is a document stipulating constraints and practices that a user must agree to for access to a corporate network or the Internet.

a. social media
b. legacy
c. instant messaging
d. word processing
e. acceptable use

e. acceptable use

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When receiving a subpoena for documents, the RIM manager must:

a) question the applicability of the subpoena.
b) question the authority of the court to issue the subpoena.
c) request instructions from the IT manager.
d) examine the subpoena to see what may be excluded.
e) suspend all destruction actions for responsive documents.

e. suspend all destruction actions for responsive documents

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RIM Managers should work with the IT department to better understand all of the following, except:

a) retention schedule development.
b) access control authorization.
c) secure network transport.
d) data encryption.
e) standard operating procedures.

a. retention schedule development

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An important feature of an email software application is a(an):

a) microfilm option for long term storage.
b) immediate destruction capability for all records.
c) use of discrete storage functions to avoid discovery.
d) encryption technology to ensure security.
e) local area network.

d. encryption technology to ensure security

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The ideal electronic forms system:

a) provides for transmission of data only.
b) creates forms from word processing software.
c) provides for transmission of data and forms.
d) allows users to customize forms in the field.
e) provides for wireless transmission.

c. provides for transmission of data and forms

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A _____ risk assessment of vital records is usually based on a physical survey of locations where vital records are stored, combined with a review of security procedures already in place. a) business b) hands-on c) financial d) qualitative e) strategic

d. qualitative

When participating on a metadata development team, RIM managers contribute unique expertise in: a) electronic records storage media. b) categorizing, indexing, and classifying documents. c) determining the appropriate retention for documents. d) addressing EDMS implementation problems. e) the management of traditional paper documents.

b. categorizing, indexing and classifying documents

Many businesses enhance the security of their email systems by: a) limiting the number of users. b) keeping all messages. c) backing up messages on off-site servers. d) utilizing a gateway server and firewall. e) requiring fingerprints on all emails.

d. utilizing a gateway server and firewall

To potentially limit _____, organizations that allow employees to participate in online public forums should add a disclaimer to the body of every email or posting. a) legal liability b) litigation discovery c) phishing opportunities d) security breaches e) disgruntled employees

a. legal liability

_____ records document activities that are related to internal management and incidental to the organization's basic functions. a) Program b) Facilitative c) Permanent d) Substantive e) Transitional

b. facilitative

A record’s _____ may be demonstrated through policies, procedures, practices, and documentation. a) integrity b) originator c) use d) provenance e) source

a. integrity

A retention schedule enables an organization to identify various document types and apply a: a) number. b) patent. c) migration strategy. d) classification. e) destruction method.

d. classification

When used as evidence in _____ proceedings, the authenticity of records must be established. a) classification b) judicial c) reformatting d) scanning e) destruction

b. judicial

A benefit of a retention schedule is: a) records classification. b) automated filing. c) legal immunity. d) immediate organization. e) inexpensive data storage.

a. records classification

_____ refers to the methodology and ability to review electronic records long after they have been created. a) Data migration b) Scanning c) Conversion d) Microfilming e) Digital preservation

e. digital preservation

Data maps should include data assets that is/are: a) classified. b) unclassified. c) encrypted on servers. d) outside the company. e) hacked.

d. outside the company

Risk _____ is the systematic reduction in the extent of exposure to a risk and/or the likelihood of its occurrence. a) protection b) mitigation c) retention d) determination e) elimination

b. mitigation

An email policy should protect against: a) records classification. b) showing an email to a coworker. c) printing. d) improper disclosure. e) improper saving.

d. improper disclosure

A records program _____ is generally conducted against existing standards. a) inventory b) schedule c) personnel d) classification e) audit

e. audit

Risk assessment recommendations on electronic records security may include: a) copying data. b) printing for storage. c) backing up data. d) restoring data. e) shredding paper.

c. backing up data

A properly implemented records retention schedule can prove to government agencies that a company is disposing of its records in compliance with _____ requirements. a) company b) best practice c) regulatory d) industry e) association

c. regulatory

A retention schedule should be considered one element of a company’s legal _____ program. a) virtual b) compliance c) department d) storage e) data

b. compliance

To manage risks associated with _____, organizations should have an electronic messaging policy. a) printers b) mobile devices c) employee information d) USB drives e) cloud storage

b. mobile devices

To reduce risk exposure, organizations should consider _____ messages to ensure authenticity and confidentiality before transmission. a) destroying b) printing c) documenting d) storing e) encrypting

e. encrypting

IT departments normally handle _____ of electronic information throughout the organization. a) legal and compliance b) legal and security c) privacy and security d) privacy and compliance e) compliance and encryption

c. privacy and security

Best practice is for organizations to collect a minimal amount of _____ to reduce risk and promote consumer confidence. a) PII b) last names c) customer numbers d) government IDs e) email

a. PII

The rights of _____, such as computer software, are covered under copyright law. a) PII b) code c) records d) intellectual property e) continuity

d. intellectual property

A database containing _____ information should be set up on an internal network behind a firewall. a) key b) public c) open d) encrypted e) proprietary

e. proprietary

When a record exists in multiple formats the official copy is the one that satisfies _____ requirements. a) executive b) departmental c) cloud storage d) legal e) institutional

d. legal

_____ media contains content that can be shared easily and is available publicly. a) Sensitive b) Social c) Sacred d) Secure e) Stable

b. social

_____ software is a concern for RIM managers because of the need to capture and archive messages. a) Social b) Legacy c) Instant messaging d) Word processing e) ECM

c. instant messaging

Information is a valuable business asset that helps organizations achieve their goals by: a) Improving efficiency. b) supporting business activities. c) consuming data storage space. d) predicting future trends. e) defining clear policies.

b. supporting business activities

_______ management is the technologies, tools, and methods used to capture, manage, store, preserve, and deliver information. a) Content b) Email c) Document d) Knowledge e) Records

a. content

Copyright covers arrangement of words, creative works of expression, and: a) brand names. b) logos. c) intellectual property. d) service marks. e) emblems.

c. intellectual property

To increase _____, an organization may have employees sign and date one copy of an electronic messaging policy to ensure that they have read it. a) legal protection b) information access c) system reliability d) civil liability e) employee participation

a. legal protection

A (An) _____ policy for an organization may require recipients to transcribe messages onto paper. a) text messaging b) destruction c) privacy d) legal hold e) information security

a. text messaging

_____ can facilitate compliance with authenticating accuracy of records. a) Interrogatories b) Destruction c) Audits d) Procedures e) Inventories

c. audits

Elements that indicate proper sequence of files, file formats, and compression or encryption algorithms are examples of ____ metadata. a) locative b) administrative c) functional d) structural e) descriptive

d. structural

To reduce _____ organizations should consider encrypting messages to ensure authenticity and confidentiality before transmission. a) overhead cost b) risk exposure c) litigation d) IT support e) discoverability

b. risk exposure

RIM managers and IT should work together to determine the impact of electronic records on the _____ of applications. a) total cost of operations b) total cost of ownership c) total quality management d) transfer of custody e) cost benefit analysis

b. total cost of ownership

Records created and stored in an enterprise information system are: a) more difficult to manage. b) subject to tighter regulations. c) not discoverable. d) owned by IT. e) easier to manage.

e. easier to manage

A database containing proprietary information should be set up on: a) an open portal system. b) the company’s website. c) an internal network behind a firewall. d) a bulletin board. e) a router maintained by the IT department.

c. an internal network behind a firewall

When assessing risk, the need for security must be balanced against the need for: a) employee training programs. b) policies and procedures. c) communications equipment. d) storage space expansion. e) operational effectiveness.

e. operational effectiveness

Collaborative environments can reduce communication time, decrease travel costs, and encourage: a) senior leadership support. b) standardized work processes. c) creativity. d) ROI. e) attendance.

c. creativity

From a judicial standpoint, a business record must be made: a) only by the person whose job it is to create that records. b) by or from information transmitted by a person who knowledge of the event. c) in the source of a regularly conducted business activity. d) on paper or on electronic media. e) in the regular practice of that business activity.

e. in the regular practice of that business activity

Remote access to computer-stored records is a significant functional advantage but poses _____ problems. a) security b) back-up c) mobility d) server e) viewing

a. security

_____ should be integrated into business rules for workflow and transaction systems. a) Physical restrictions b) Legal risks c) Company archives d) Records creation e) Social networking

d. records creation

Web-based records are _____ in a browser-supported language such as HTML or XHTML. a) collected b) coded c) managed d) transferred e) copied

b. coded

Records are generally introduced in evidence to support a case or point or view, or to: a) illustrate the use of information technology. b) review legal issues related to the records. c) illustrate a “live” testimony. d) respond to a subpoena. e) present an organization’s policy.

d. respond to a subpoena

_____ is a crucial component of a RIM program designed to reduce the risk of privacy breaches. a) Funding b) Staffing c) Leadership d) Training e) Reporting

d. training

A _____ is a catalog of an organization’s ESI by category, location, and custodian including how it is stored, its accessibility, and associated retention policies. a) migration plan b) disposition log c) data dictionary d) data map e) data source

d. data map

________ is not a part of a records program audit. a. Fieldwork b. Planning c. Gap analysis d. Legal obligations e. Structured searches

e. Structured searches

A _______ is a collection of controlled vocabulary terms used to describe an organization's information components. a. data map b. taxonomy c. thesaurus d. database e. glossary

b. taxonomy

______ provide evidence of work activity and help the organization conduct its business in an efficient and accountable manner. a. Records b. Databases c. Archives d. Websites e. Wikis

a. Records

_____ a record means ensuring that the record becomes fixed so that it cannot be altered or deleted. a. Accessioning b. Archiving c. Authenticating d. Converting e. Capturing

e. Capturing

The process of moving records from one hardware or software configuration to another without changing the format is data: a. mapping. b. compliance. c. migration. d. transferring. e. commuting.

c. migration.

The process of creating a _______ involves compiling a complete list of all systems used, including communication and collaboration tools. a. data map b. records audit c. retention schedule d. static webpage e. discovery request

a. data map

Risk ______ reflects the organization's attitude toward risk - how much rish an organization wants or is willing to assume. a. behavior b. mitigation c. algorithm d. tolerance e. privacy

d. tolerance

A records management program audit is a systematic study conducted to assess how well a program or operating is working. The audit can be used to evaluate practices, systems, technologies, and: a. employees. b. computers. c. accounting. d. marketing. e. facilities.

e. facilities.

________ is the process by which users are identified and granted certain privileges to information, systems, or resources. a. Retrieval rights b. Policy approval c. Audit authority d. Gap analysis e. Access control

e. Access control

A(An) ______ policy is a policy that a user must agree to follow in order to be provided with access to a network or to the internet. a. retention b. data acquisition c. acceptable use d. reoccurring data e. electronic communication

c. acceptable use

A Litigation hold is a stipulation requiring an organization to preserve all data that may relate to a legal action and be made available for: a. destruction. b. spoliation. c. research. d. discovery. e. protection.

d. discovery.

_______ is focused on the protection of data from access and exploitation by unauthorized entities. a. Retention b. Conversion c. Management d. Privacy e. Security

e. Security

_______ information comprises intangible information assets including copyrights, patents, software programs, source code, and algorithms. a. Private b. Proprietary c. Confidential d. Personal e. Economic

b. Proprietary

Personally Identifiable Information (PII) is information by which a(an) _________ may be identified. a. company b. doctor c. vendor d. individual e. organization

d. individual

A virus ______ is a file or multiple files that are downloaded by a security program to identify a computer virus. a. program b. signature c. host d. scope e. search

b. signature

_______ is (are) important for electronic documents that undergo revision and redrafting by different users. a. Retention policy b. Litigation holds c. Version control d. Change procedures e. Data mapping

c. Version control

Unstructured data is anything that is not in a: a. database b. spreadsheet c. folder d. data mart e. tweet

a. database

________ is the structured information that describes, explains, locates and otherwise makes it easier to retrieve, use, or manage information resources. a. Mashup b. Keyword c. Record d. Metadata e. Lifecycle

d. Metadata

Tools and platforms specifically designed for participatory interaction such as publishing, conversing, and sharing content are: a. static websites. b. structured databases. c. semantic searches. d. software. e. social media.

e. social media.

Electronic communication tools include email, instant messaging, and: a. databases. b. voicemail. c. correspondence. d. telecommuting. e. bar codes.

b. voicemail.

______ is the concept of businesses electronically communicating information that was traditionally communicated on paper, such as purchase orders and invoices. a. RFI. b. RFQ. c. EDI. d. COM. e. PDF.

c. EDI.