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Records and Information Management Question and answers 100% correct

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Records and Information Management Question and answers 100% correct What is records management? Is a specialized business discipline that is concerned with the systematic analysis and control of recorded information, which includes any and all information created, received, maintained, or used b...

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  • August 12, 2024
  • 46
  • 2024/2025
  • Exam (elaborations)
  • Questions & answers

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  • records and information management
  • records and information management question and an

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Records and Information Management:
Fundamental of Professional Practice
2nd Edition
What is records management?
Is a specialized business discipline that is concerned with the systematic
analysis and control of recorded information, which includes any and all
information created, received, maintained, or used by an organization
pursuant to its mission, operations, and activities.




Can handwritten notes and voice records be considered records?
Yes




Who owns an organizations records the individual who created the record or
the organization?
The organization




Do employees have any personal or property right to organizational records
even if they are the creator, recipient, or custodian of them?
No




What are personal papers and are they records?

,Personal papers are things like correspondence not related to the
organization, diary, calendar, and anything that has no relationship to the
organization


These are nonrecord




What phase do most records spend the majority of their life in?
Inactive phase




What objects are considered nonrecords?
Those objects that cannot be categorized as related to the organization are
considered nonrecord




Is the line between record and nonrecord easy to define?
No, The line between record and nonrecord is not always easy to define


For example reference material is almost always considered non record, but a
pharmaceutical company may contain journal articles as part of their patent
file, which would be considered a record




If a record has been digitized and exists in a digital format is it retrievable?
No, just because a record has been digitized and exists in a digital format
does not guarantee that it can be retrieved when needed

,What are the Generally Accepted Recordkeeping Principles (GARP)?


A TIP CARD
Accountability: senior executive should be in charge of RIM activity and
delegate responsibility to appropriate parties to ensure compliance and that
the program can be audited


Integrity: Organizations records must have a reasonable and suitable
guarantee of authenticity and reliability


Protection: a RIM program must protect records that are private, confidential,
privileged, secret, or essential to business continuity


Compliance: RIM program must comply with applicable laws and other
binding authorities as well as the organizations own policies


Availability: Records must be maintained in a manner that ensures timely,
efficient, and accurate retrieval of information when needed


Retention: an organization must retain records for tan appropriate period of
time to satisfy legal, regulatory, fiscal, operational, and historical requirements


Disposition: records must follow appropriate disposition whether they are
destroyed, archived, or transferred to another organization or entity


Transparency: recording keeping processes and activities must be document
in an open manner and verifiable manner

, What governs a RIM Program?
Ultimately RIM is a critical business activity that must be governed by
formalized policies and procedures rather than the discretion of individuals




Do recordkeeping laws and regulations apply to all private and public
organizations that operate within a specific governmental jurisdiction?
Yes, for example US corporations are subject to recordkeeping requirements
contained in federal laws and in the laws of every state or locality where the
company does business




AD
What is active record status?
Active records: are consulted regularly and frequently




What is inactive record status?
Are not consulted regularly or frequently, but need to be retained for some
period of time to meet legal or audit requirements or in anticipation of future
business need, however occasional or unlikely that may be




Do records switch between active and inactive at different phases?
Yes

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