Records Management Flashcards
6 cards from real IMST practice questions. Tap to flip, then mark Knew It or Still Learning — missed cards come back until you master them.
Read the first 6 Records Management flashcards as text
What is an Electronic Records Management System (ERMS)?
Answer: Software that manages the creation, use, maintenance, and disposition of electronic records in accordance with records management principles
An ERMS (also called EDMS) is software designed to apply records management principles—retention schedules, access controls, audit trails—to electronic records.
Under the US Freedom of Information Act (FOIA), what right does it primarily grant?
Answer: The right of the public to access federal agency records, subject to exemptions
FOIA gives any person the right to request access to federal agency records or information, unless it falls under one of nine specific exemptions.
What does 'appraisal' mean in an archival records management context?
Answer: The process of determining which records have sufficient value to warrant permanent preservation
Archival appraisal evaluates records to determine their historical, legal, fiscal, or informational value and whether they should be permanently preserved or destroyed.
What is the purpose of a 'records inventory'?
Answer: To identify, locate, and document all records held by an organization as a basis for records management planning
A records inventory is a systematic survey that catalogues all record series, their locations, formats, volumes, and current retention practices.
Which concept in digital records management ensures that records remain readable and usable over time despite technology changes?
Answer: Digital preservation
Digital preservation encompasses strategies—format migration, emulation, and standards—to ensure long-term access to digital records despite hardware and software obsolescence.
What does 'provenance' mean as a records management principle?
Answer: The principle that records should be maintained in the context of their creator and not mixed with records of other creators
Provenance requires keeping records organized according to who created them (the creating entity), preserving the administrative context that gives records meaning.