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AIIM TEST QUESTIONS AND ANSWERS
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AIIM TEST QUESTIONS AND ANSWERS
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AIIM TEST QUESTIONS AND ANSWERSInternal information entry point - Answers -created for or as part of a process or enter a
process as another process's output
External information entry point - Answers -submitted to the organization and then to a
particular process by someone
Multichannel capture strategy - Answers -a way to capture information from all entry
points. Each entry point is processed a specific way.
When to capture: business documents - Answers --at point of service
-automatically as a part of a workflow
-while authoring
When to capture: scanned images - Answers -as soon as possible. Paper documents
should be scanned as they are received.
When should emails be captured - Answers -archive all emails sent or received
Structured data capture - Answers -captured into its own application; manually or
through workflow
At what point in the process should quarterly performance reviews be captured into the
HR repository? - Answers -Once they have been approved and signed by the employee
and the reviewer
Which of the following is not a reason to capture digital documents?
1.An organization needs to be able to find documents with business value.
2.You need to keep everything in a safe place, just in case.
3.Not putting things in the right place costs time and money.
4.Without proper document capture, there can be legal issues. - Answers -2.You need
to keep everything in a safe place, just in case.
Which of the following types of information should be captured as part of an effective
capture process?
1.All of the copies of a document that exist within the organization
2.Only documents that have been formally approved and signed
3.Documents that have current and enduring business value
4.Documents that might be needed just in case someone asks for them - Answers -
3.Documents that have current and enduring business value
Why is manual capture generally less effective than more automated approaches? -
Answers --Because users aren't trained properly
-Because users want to focus on their primary job responsibilities
,What is capture? - Answers -the process of getting the information assets you have
created or received into a central information management system and recording their
existence so that you can track them.
What is the capture process? - Answers -1.Identify what documents and records should
be captured.
2.Decide where to store and manage those information assets.
3.Register each asset in the system when it is captured.
4.Classify the asset.
5.Index the asset to make sure you can find it later.
6.Assign some level of security to the record.
Reasons to capture - Answers --Legal
-Operational
-Fiscal
-Historical
Format types - Answers --original native format
-commonly-used format
-standards-based format
Why keep original native format? - Answers -most likely to be requested in a legal
challenge
Why keep a commonly-used format? - Answers -to ensure max compatibility across the
organization
Why keep a standard-based format? - Answers -better for ensuring long-term access to
information. (may come at the expense of losing some functionality)
Digital capture process - Answers --initial assessment
-what to capture
-when to capture
-how to capture
-plan for preservation
Methods of capture - Answers --manually
-workflow
-content types
-analytics
What elements should be part of a comprehensive multichannel capture strategy? -
Answers --What channels are included in the strategy
-When to capture information into a repository
-What is the scope of the strategy
-Which particular information assets should be captured and why
, -How to capture them efficiently
-Where to store them
Which of these is least likely to be a process entry point for information received from
third parties?
1. The email system for emails with attachments
2. A web repository for documents uploaded through a website
3. The corporate intranet, for policies and procedures posted there
4. The mailroom, for paper documents mailed to the organization. - Answers -3. The
corporate intranet, for policies and procedures posted there
When is workflow the most effective? - Answers -in transaction environments where the
process is well defined and the outputs are consistent
Content type- capture method - Answers -semi-automatic, when a particular kind of
information with unique characteristics is processed in a specific way. Content types
need to be defined & configured
Business rules- analytic tool - Answers -based on criteria particular documents as sent
to particular folders and contain specific metadata.
Rules defined by a specialist, labor intensive
Teaching sets- analytics tool - Answers -an admin compiles a sample set of documents
for each concept to be captured & classified. Analytics engine analyses samples &
looks for documents that fit the pattern.
Need enough consistent document examples, can loose accuracy over time
Semantic analysis- analytics tool - Answers -senses patterns, analyzes contents of
documents & language patterns. Infers similarities between documents & classifies
based on rules
Sub-processes of digitization - Answers -1.Preparation - Getting documents ready for
digitization and capture.
2.Digitization and capture - Converting the documents into digital form.
3.Un-prep - Storing or destroying the originals now that they have been scanned.
4.Indexing - Adding metadata
5.Quality control - Checking the results.
Preparation process - Answers -1.transporting from storage
2.removing from containers
3.removing physical attachments
4.prepare batches
5.address odd weights & sizes
6.deal with damaged documents as needed
Digitization & capture process - Answers -File-level technical details
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