Benefits of Records Retention and Disposition Schedule

Questions and Answers

What is a major challenge in disposing of electronic records compared to physical records?

Electronic records are more visible than physical records.

The cost of identifying and disposing of electronic records can exceed storage costs. (correct)

Physical records are more prone to data breaches.

Electronic records take up more physical space.

What is a benefit of analyzing data in records?

Improving current processes and predicting future outcomes. (correct)

Eliminating the need for a records retention and disposition schedule.

Reducing the cost of storing physical records.

Reducing the risk of data breaches.

Why is it important to dispose of electronic records?

To free up physical storage space.

To reduce the cost of inspecting records for redaction.

To eliminate the need for automation and AI.

To mitigate the risk of retaining records that could be used against the organization. (correct)

What should be considered when developing a records retention and disposition schedule?

The scope of the retention schedule and the type of retention schedule to use. Signup and view all the answers

What is a disadvantage of not disposing of electronic records?

Increased cost of locating records in response to e-discovery requests. Signup and view all the answers

What is a consideration when creating a records retention and disposition schedule from scratch?

The type of retention schedule to use. Signup and view all the answers

What is a benefit of reducing the amount of electronic records?

Reduced cost of inspecting records to redact PII. Signup and view all the answers

What should be completed before developing a records retention and disposition schedule?

A records inventory and business process analysis. Signup and view all the answers

What is the primary benefit of using a centralized dashboard for records management?

Enhanced visibility and control of records regardless of their location Signup and view all the answers

What is the primary purpose of a records retention and disposition schedule?

To establish the legal and regulatory requirements for record retention Signup and view all the answers

What is the benefit of using software to manage retention and disposition?

Improved compliance with legal and regulatory requirements Signup and view all the answers

What is the purpose of a functional classification in a records retention schedule?

To group records by business function or process Signup and view all the answers

What is the primary challenge in creating and maintaining a records retention schedule?

Developing and applying classification rules Signup and view all the answers

What is the benefit of using a 'big bucket' approach to records retention?

Streamlined process for creating and maintaining retention schedules Signup and view all the answers

What is the purpose of including a record category in a records retention schedule?

To group records by functional category Signup and view all the answers

What is the benefit of using a database or records retention software to manage retention schedules?

Improved accuracy and consistency in retention periods Signup and view all the answers

What is the primary purpose of conducting legal and regulatory research in records retention?

To identify the legal and regulatory requirements for record retention Signup and view all the answers

What is the benefit of making a records retention schedule publicly searchable?

Increased transparency and accountability Signup and view all the answers

What is the primary advantage of using event-based retention periods?

It ignores the event-factor, allowing for flexible retention periods. Signup and view all the answers

What is the main challenge posed by email records?

Their format poses greater challenges than other records. Signup and view all the answers

What is the purpose of the Capstone approach?

To capture and preserve permanent email records. Signup and view all the answers

What type of approach is the Capstone approach expanded to in 2023?

Role-based approach. Signup and view all the answers

What is the purpose of a disposition review?

To review records before disposal. Signup and view all the answers

Why should data retention requirements be addressed in records retention/disposition schedules?

Due to regulations and laws like GDPR and CCPA. Signup and view all the answers

What is the purpose of using retention labels in records management?

To configure specific content, such as a 'contract', and add events, such as 'contract expired', to trigger the start of the retention period. Signup and view all the answers

What is the main benefit of using AI/ML in records management?

To accomplish event-based disposition tasks. Signup and view all the answers

What type of records are captured from the accounts of officials at or near the top of an agency or organizational subcomponent using the Capstone approach?

Records that do not lose context when separated from other records. Signup and view all the answers

What is an example of a messaging service included in the Capstone approach?

Google Chat. Signup and view all the answers

Which of the following is NOT a challenge to the implementation of a Big Bucket records retention schedule?

Maintaining a clear and concise records series classification system. Signup and view all the answers

What is the primary reason for integrating tools that support retention and disposition into communication and information systems during the planning phase?

To enhance the efficiency of records management by automating classification decisions. Signup and view all the answers

Which statement BEST reflects the rationale behind aggregating records series into "big buckets" for records retention and disposition?

To streamline the process of classifying records based on their functional purpose. Signup and view all the answers

Based on the content, what is the MAIN reason for the increased scrutiny on how organizations manage their data?

To ensure compliance with evolving privacy regulations and laws. Signup and view all the answers

What is the MOST LIKELY reason for regularly auditing the destruction or transfer of records that have met their retention requirements?

To verify that the organization is complying with legal and regulatory requirements for record retention and disposal. Signup and view all the answers

Which of the following is the BEST example of a change in the external environment that might impact an organization's records retention and disposition schedule?

The enactment of new laws or regulations governing data privacy and security. Signup and view all the answers

What is the MOST likely reason for emphasizing the need to make the records retention and disposition schedule, along with operational procedures, available to employees with records management responsibilities?

To hold employees accountable for their compliance with records retention and disposition policies. Signup and view all the answers

What is the primary purpose of a records retention and disposition schedule?

To ensure records are retained only as long as necessary and disposed of when no longer valuable Signup and view all the answers

When can new columns be added to a records retention schedule concerning personal information?

If all three pertinent questions regarding personal information are answered affirmatively Signup and view all the answers

How should operating procedures be managed after updating a records retention and disposition schedule?

They must be shared with all stakeholders for approval and then published Signup and view all the answers

Which approach is suggested for appraising records to determine retention requirements?

Conducting legal research and evaluating current operational and regulatory values Signup and view all the answers

Why might external events influence records retention schedules?

They may lead to the creation of new records that require different retention criteria Signup and view all the answers

What must happen if non-compliance notices are issued?

They should be documented and addressed according to established procedures Signup and view all the answers

Which of the following best describes the impact of personal information on records retention policies?

It can necessitate new columns in retention schedules for justification of extended retention Signup and view all the answers

Which tool can aid the records inventory process to determine retention needs?

Floor plans of storage areas and data maps of computer systems Signup and view all the answers

What factor is not considered in determining the retention requirements of records?

Market value of the information Signup and view all the answers

What element must be reviewed to ensure compliance with records retention policies?

The internal and external environments affecting record management Signup and view all the answers

Study Notes

Benefits of Developing a Records Retention and Disposition Schedule

Reduces time to locate and retrieve desired information
Reduces costs associated with equipment, space, staff, and/or services needed to manage records
Mitigates the risk of retaining records that could be used against the organization
Reduces the cost of locating records in response to e-discovery and freedom of information requests
Reduces the cost of inspecting records to redact PII (Personally Identifiable Information)

Considerations for Developing a Retention Schedule

Determine if an existing schedule is being updated or a new one is being created from scratch
Determine the scope of the retention schedule (enterprise-wide or specific function/work group)
Determine if a functional retention schedule or one related to the organization's structure should be used
Assess if a records inventory and business process analysis have been completed recently
Research legal/regulatory considerations
Determine resources available for development and maintenance of the retention schedule(s)

Records Retention and Disposition Schedule

Created after completing records inventory, business process analysis, and legal research
Includes common elements such as records series, record title and description, records office, retention requirement, and disposition method
May also include additional information such as storage medium, volume of records, effective date, and revision number and date
Can be managed using a database or records retention software program

Big Buckets and Records Retention Schedules

A method to simplify records retention schedules by consolidating record types related to the same business function or process with similar retention requirements into bigger retention buckets (records series)
Fewer buckets mean fewer retention choices and a greater likelihood of compliance with the organization's retention schedule
Challenges include managing exceptions, such as event-driven retention requirements

Event-Based Retention Periods

Retention period for some records begins after the occurrence of a particular event, such as contract completion
With big buckets, the event-factor is ignored, allowing for flexible retention periods
Workflows can be created using retention labels configured for specific content, such as a "contract," and events, such as "contract expired," are added to trigger the start of the retention period

Capstone Records Retention

A role-based approach to managing email records, where emails from top officials and specific roles are captured and preserved as permanent
Remaining email accounts are considered temporary and preserved for a set period based on the agency's needs
The Capstone approach has been expanded to include other types of electronic messages

Data Retention Policies and Records Retention Schedules

Data retention policies and records retention schedules must comply with legal and regulatory retention requirements as well as consider the business value of the data and records
A data retention policy introduces personal information as a new element to consider in decision-making
A records retention schedule can be updated to include columns to describe personal information contained in records and justify longer retention

Summary

The primary purpose of a records retention and disposition schedule is to ensure that records are retained only as long as necessary and then disposed of when they no longer have value
The schedule is created after completing records inventory, records appraisal, and legal research
Records managers must update operating procedures to reflect changes to existing operations and monitor internal and external environments for changes that may impact the schedule.

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Description

This quiz covers the advantages of having a records retention and disposition schedule, including reduced costs, time, and risk, as well as improved compliance with regulations. Learn more about the importance of effective records management.

Benefits of Records Retention and Disposition Schedule

Questions and Answers

What is a major challenge in disposing of electronic records compared to physical records?

What is a benefit of analyzing data in records?

Why is it important to dispose of electronic records?

What should be considered when developing a records retention and disposition schedule?

What is a disadvantage of not disposing of electronic records?

What is a consideration when creating a records retention and disposition schedule from scratch?

What is a benefit of reducing the amount of electronic records?

What should be completed before developing a records retention and disposition schedule?

What is the primary benefit of using a centralized dashboard for records management?

What is the primary purpose of a records retention and disposition schedule?

What is the benefit of using software to manage retention and disposition?

What is the purpose of a functional classification in a records retention schedule?

What is the primary challenge in creating and maintaining a records retention schedule?

What is the benefit of using a 'big bucket' approach to records retention?

What is the purpose of including a record category in a records retention schedule?

What is the benefit of using a database or records retention software to manage retention schedules?

What is the primary purpose of conducting legal and regulatory research in records retention?

What is the benefit of making a records retention schedule publicly searchable?

What is the primary advantage of using event-based retention periods?

What is the main challenge posed by email records?

What is the purpose of the Capstone approach?

What type of approach is the Capstone approach expanded to in 2023?

What is the purpose of a disposition review?

Why should data retention requirements be addressed in records retention/disposition schedules?

What is the purpose of using retention labels in records management?

What is the main benefit of using AI/ML in records management?

What type of records are captured from the accounts of officials at or near the top of an agency or organizational subcomponent using the Capstone approach?

What is an example of a messaging service included in the Capstone approach?

Which of the following is NOT a challenge to the implementation of a Big Bucket records retention schedule?

What is the primary reason for integrating tools that support retention and disposition into communication and information systems during the planning phase?

Which statement BEST reflects the rationale behind aggregating records series into "big buckets" for records retention and disposition?

Based on the content, what is the MAIN reason for the increased scrutiny on how organizations manage their data?

What is the MOST LIKELY reason for regularly auditing the destruction or transfer of records that have met their retention requirements?

Which of the following is the BEST example of a change in the external environment that might impact an organization's records retention and disposition schedule?

What is the MOST likely reason for emphasizing the need to make the records retention and disposition schedule, along with operational procedures, available to employees with records management responsibilities?

What is the primary purpose of a records retention and disposition schedule?

When can new columns be added to a records retention schedule concerning personal information?

How should operating procedures be managed after updating a records retention and disposition schedule?

Which approach is suggested for appraising records to determine retention requirements?

Why might external events influence records retention schedules?

What must happen if non-compliance notices are issued?

Which of the following best describes the impact of personal information on records retention policies?

Which tool can aid the records inventory process to determine retention needs?

What factor is not considered in determining the retention requirements of records?

What element must be reviewed to ensure compliance with records retention policies?

Study Notes

Benefits of Developing a Records Retention and Disposition Schedule

Considerations for Developing a Retention Schedule

Records Retention and Disposition Schedule

Big Buckets and Records Retention Schedules

Event-Based Retention Periods

Capstone Records Retention

Data Retention Policies and Records Retention Schedules

Summary

Studying That Suits You

Description

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