Documentation & Record Management Flashcards
7 cards from real CCM practice questions. Tap to flip, then mark Knew It or Still Learning — missed cards come back until you master them.
Read the first 7 Documentation & Record Management flashcards as text
What is the PRIMARY risk associated with over-retention of records beyond their required retention period?
Answer: Expanded scope of discoverable material and potential regulatory exposure
Retaining records longer than required expands the pool of documents that may be discoverable in litigation and can increase regulatory risk if outdated records contain non-compliant information.
Which international standard provides a framework for records management systems and their implementation?
Answer: ISO 15489
ISO 15489 is the international standard specifically designed to guide the creation, capture, and management of records within organizations.
A compliance manager is establishing document access controls. Which principle should guide user permission assignments?
Answer: Least privilege — users access only what their role requires
The least privilege principle limits user access to only the records necessary for their specific job function, reducing the risk of unauthorized disclosure or modification.
What is a 'file plan' in records management?
Answer: A classification scheme identifying categories of records and their retention requirements
A file plan is a classification tool that defines categories of records, their physical or electronic storage locations, and applicable retention and disposition rules.
A company undergoes a merger. How should compliance records from the acquired company be treated?
Answer: Assess and integrate records per both entities' retention schedules and applicable law
During a merger, records from both entities must be assessed against applicable legal requirements and retention schedules before any integration or destruction decisions are made.
What does 'defensible deletion' mean in records management?
Answer: Disposing of records that have met their retention requirements using a documented, consistent process
Defensible deletion is the process of destroying records that have fulfilled their retention requirements in a systematic, documented manner that can withstand legal scrutiny.
Which of the following scenarios represents a 'gap' in an organization's records management program?
Answer: No retention schedule exists for social media and instant messaging communications
Failing to include modern communication channels like social media and instant messaging in retention schedules creates an unmanaged records gap with potential legal and regulatory exposure.