Questions and Answers
What is a key benefit of Information Governance?
What is the primary focus of Information Governance?
Why are records professionals well-positioned to contribute to Information Governance initiatives?
What is the outcome of embracing Information Governance in an organization?
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What is a key characteristic of Information Governance?
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What is the role of representatives from various departments in developing an Information Governance strategy?
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What is the primary goal of Information Governance in relation to business operations?
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What is the definition of Information Governance according to Gartner?
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What is a crucial aspect of an organization's legal and regulatory environment when designing an IG framework?
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What are the three core elements of an IG governance framework?
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What is the primary goal of an Information Governance program?
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What is necessary to understand for legal and compliance purposes in an IG program?
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What should an IG framework address?
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What is a record, as defined in the context of IG?
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What should a comprehensive RIM policy address?
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Why is it necessary to have a media-neutral records retention schedule?
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What should be included in a policy team for an IG framework?
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What should be harmonized in an IG framework?
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What is the primary obligation of records management?
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Which of the following is NOT an objective of RIM programs?
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What is the term used to describe the field of management responsible for the efficient and systematic control of records?
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Which of the following risks is associated with not having a comprehensive records management program in place?
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What is an essential characteristic of information?
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Why is it important to consider the value of information contained in records at each stage of the RIM lifecycle?
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What is the term used to describe the services provided by the RM profession?
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What is the purpose of RIM programs in mitigating risks?
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What is the primary focus of some records management guidelines?
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What is the benefit of having a RIM program in place?
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What is the primary difference between a document and a record in an electronic environment?
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What is the main purpose of an Information Management System (IMS)?
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What is the key characteristic of unstructured data?
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What is the function of indexing, search, and disposal capabilities in document management systems?
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What is the primary focus of the records and information lifecycle model?
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What is the purpose of Information Lifecycle Management (ILM)?
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What is a key difference between the records and information lifecycle model and the information lifecycle model?
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What is the purpose of OCR (Optical Character Recognition) in document management systems?
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What is the primary characteristic of structured data?
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What is the purpose of eSignatures in document management systems?
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What is the primary focus of the records continuum model?
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Which of the following is a principle of the records continuum concept?
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What is the main difference between the records lifecycle model and the records continuum model?
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What is Enterprise Content Management (ECM) according to AIIM?
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What replaced Enterprise Content Management (ECM) according to Gartner Analyst Michael Woodbridge?
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What is the primary focus of Content Services?
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What is a key characteristic of the records continuum model?
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What is the role of the recordkeeping profession in the records continuum model?
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What is the main goal of the records continuum model?
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Which of the following is an essential functional component of Enterprise Content Management (ECM)?
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What is the main difference between data-centric technologies and traditional technologies?
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What is a key aspect of Intelligent Document Processing (IDP)?
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According to AIIM, what is the primary goal of Intelligent Information Management (IIM)?
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What is the purpose of a records inventory in a records management program?
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What is a key responsibility of the records management team at the World Bank Group?
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What is a common characteristic of vendors that reengineered their on-premises products for the cloud?
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What is the main focus of Content Services?
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What is a key benefit of using Intelligent Document Processing (IDP)?
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What is a key element of a comprehensive records management program?
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What is the main challenge of implementing Intelligent Information Management (IIM)?
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Which standard provides model, high-level functional requirements and guidance for software applications intended to manage digital records?
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What is the primary purpose of the ISO 18128:2024 standard?
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Which standard provides principles and guidelines for risk management?
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What is the purpose of the ISO/TR 23081-3: 2011 standard?
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Which family of standards deals with information security management systems?
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What is the purpose of the ISO 30300:2020 standard?
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Which standard addresses the development and implementation of a records policy and objectives?
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Which standard provides a practical application of the concept of appraisal introduced in ISO 15489-1:2016?
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Which standard establishes a framework for defining metadata elements consistent with the principles and implementation considerations?
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What is the primary purpose of developing Records Retention and Disposition Schedules?
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What is the primary focus of the ISO 16175-2:2020 standard?
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What is the term used to describe standards that are developed informally, used often and widely, and accepted as standard practice?
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Which standard provides implementation guidance for the creation, capture, and management of records?
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What is the primary focus of records management programs?
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What is the benefit of considering prevailing trends in case law when evaluating risk?
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What is the purpose of technical reports in standards development?
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What is the primary goal of regulatory compliance in records management?
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What is the purpose of the WBG Records Center and Archives?
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What is the role of standards in records management?
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What is the purpose of ARMA’s Generally Accepted Recordkeeping Principles?
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What is the estimated percentage change in data creation and replication worldwide from 2010 to 2027?
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What is the primary purpose of a national standards development body in relation to formal standards?
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What is the term used to describe a rule or order issued by an executive authority or regulatory agency of a government?
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What is the name of the act that established the National Archives to centralize federal recordkeeping in the United States?
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What is the primary purpose of the Freedom of Information Act (FOIA) of 1966?
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What is the estimated percentage of global data that will be unstructured by 2025, according to IDC?
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What is the primary goal of managing records in a prudent and defensible manner?
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What is the name of the act that amended the Federal Records Act of 1950 to clearly include electronic records and grant the Archivist final determination as to what constitutes a federal record?
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What is the primary purpose of laws and regulations in relation to records management?
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What is the primary function of the Office of the Federal Register?
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What is the basis of records management in the federal government?
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What is the purpose of Title 36 of the United States Code?
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What is a system of records, as defined by the Privacy Act of 1974?
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What is the purpose of 36 CFR 1220, subchapter B?
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What is the purpose of the Code of Federal Regulations (CFR)?
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What is the purpose of the Federal Records Act of 1950?
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What is the purpose of Title 44 of the United States Code?
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What is the purpose of the National Archives and Records Administration (NARA)?
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What is the purpose of 44 USC Chapters 21, 22, 29, 31, and 33?
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Which of the following technologies has been adopted by professionals in various industries to speed up business transactions without increasing risk?
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What is the primary focus of Rule 26 and other amendments of the Federal Rules of Civil Procedure?
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According to Rule 37e, what is the consequence of failing to preserve Electronically Stored Information?
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What is the concept introduced by Rule 26(b)(1) of the Federal Rules of Civil Procedure?
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What is the requirement for credit unions to maintain electronic records according to the E-Sign Act?
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What is the primary focus of the Sarbanes-Oxley Act of 2002?
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What is the purpose of the National Credit Union Administration's checklist of questions?
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Which of the following is a requirement for businesses under the Electronic Signatures in Global and National Commerce Act (E-SIGN)?
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What is the primary goal of the Financial Industry Regulatory Authority (FINRA) in relation to recordkeeping?
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What is the consequence of not taking reasonable steps to preserve Electronically Stored Information?
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What is the purpose of HIPAA regulations in the healthcare industry?
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What is the focus of the amendments to the Federal Rules of Civil Procedure?
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What is the consequence of noncompliance with the Sarbanes-Oxley Act of 2002?
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What is the main purpose of the Electronic Freedom of Information Act Amendments of 1996?
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What is the role of the Administrator of General Services in records management?
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What is the purpose of Rule 30 of the U.S. SEC Regulation S-P?
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What is the primary goal of the Privacy Act of 1974?
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What is the primary focus of Chapter 33 of the Code of Federal Regulations?
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What is the main difference between the Presidential Records Act of 1978 and the Presidential and Federal Records Act Amendments of 2014?
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What is the primary focus of the Paperwork Reduction Act of 1995?
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What is the purpose of Regulatory Notice 22-29 published by FINRA?
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What is the primary focus of Chapter 31 of the Code of Federal Regulations?
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What is the main purpose of the U.S. Electronic Signatures in Global and National Commerce (ESIGN) Act of 2000?
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What is the primary goal of the FOIA Improvement Act of 2016?
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What is the main difference between a digital signature and an electronic signature?
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What is the primary responsibility of the Archivist of the United States?
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What is the main purpose of the E-Government Act of 2002?
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What is the primary focus of the Presidential Records Act of 1978?
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Study Notes
Information Governance (IG)
• IG is an integrated, strategic approach to managing, processing, controlling, archiving, and retrieving information as evidence of all transactions of an organization. • IG provides a framework for the "conservative side of information management." • It includes processes, roles, and policies, standards, and metrics that ensure the effective and efficient use of information in enabling an organization to achieve its goals.
Records Management (RM) and Information Management (IM)
• RM is the field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use, and disposition of records. • IM is a holistic approach that manages both records and information. • The term Records and Information Management (RIM) is often used to describe the services provided by the RM profession.
Records and Information Management Objectives
• Develop and/or identify standards or procedures for the effective, efficient, and secure management of records and information. • Provide effective control, appropriate security, and management over the creation, maintenance, use, and disposition of all records within the organization. • Ensure that records accurately reflect the business practices, policies, and transactions of the organization. • Simplify the activities, systems, and processes of records creation, maintenance, and use. • Preserve and dispose of records in accordance with business needs, statutes, and regulations. • Protect essential records; facilitate business continuity in the event of a disaster. • Protect records of historical importance; provide evidence of business, personal, and cultural activity. • Maintain corporate, personal, and collective memory.
Risks Associated with RIM
• Damage to the organization's reputation • High costs for information management and storage • Lost files and risk of spoliation • Legal discovery penalties or sanctions • Audit and compliance violations • Cybersecurity risks
Records and Information Management Lifecycle
• Capture/Creation • Organization and Storage • Use and Maintenance • Disposition • Destruction or Archiving
Information Management Lifecycle Model
• Capture • Organization and Storage • Retrieval and Use • Maintenance • Disposition • Destruction or Archiving
Records Continuum
• An alternative to the records lifecycle model • Emphasizes the overlapping characteristics of recordkeeping—evidence, transaction, and identity of the creator • Deemphasizes the time-bound stages of the lifecycle model • Combines recordkeeping and archiving processes into integrated time-space dimensions
Enterprise Content Management (ECM)
• Defined by AIIM in 2000 as business goals, strategies, and processes that help guide effective content and data capture, management, storage, preservation, and delivery • Not a tool or technology, but a comprehensive approach to content and data management • Includes document management, records management, image-processing applications, social content/collaboration, content workflow, packaged apps and integration, analytics, and extended components such as digital asset management and enterprise search
Content Services and Intelligent Information Management
• Content Services: a new way of thinking about utilizing information regardless of where it resides • Includes Content Services Applications, Platforms, and Components • Provides a more rapid and cost-effective way to deliver content services while maintaining an appropriate level of governance and compliance • Intelligent Information Management (IIM): integrates people, processes, information, and technology to achieve digital transformation
Intelligent Document Processing (IDP)
• Uses natural language technologies and computer vision to extract data from structured and unstructured content, especially from documents, to support automation and augmentation • Includes the ability to transform paper to images### Records Management Program Elements
- A comprehensive records management program includes policy and procedure development, records inventory, appraisal, retention, and disposition, active files management, inactive files management, preservation and access, essential records protection, disaster recovery, and business continuity planning, and training and outreach programs.
Records Management Activities
- The World Bank's records management team is responsible for the strategic management of records and information, including:
- Maintaining the WBG Management of Records Policy
- Appraising the business, legal, and research value of records
- Developing Records Retention and Disposition Schedules
- Providing guidance and training on records management
- Supporting the transfer of valuable records to the WBG Archives
- Preserving analog and digital records of enduring value
Standards, Laws, Regulations, and the Legal Environment
- Regulatory compliance is necessary to safeguard physical and electronic records, shield organizations from risk, and control costs.
- Standards, technical reports, and guidelines provide a professional environment for best-practice procedures, enabling organizations to develop compliant records/information systems, policies, and procedures.
- Types of standards include:
- De facto standards (developed informally, widely accepted, and used often, e.g., QWERTY keyboard and GIF images)
- De jure standards (adopted by an official standards-setting body, e.g., ISO)
- Examples of ISO standards and technical reports relevant to RIM/IG:
- ISO 15489-1:2016, Records Management, Concept and Principles
- ISO/TR 15801:2017, Document management—Electronically stored information—Recommendations for trustworthiness and reliability
- ISO 16175-1:2020, Information and documentation—Processes and functional requirements for software for managing records—Part 1: Functional requirements
- ISO 16175-2:2020, Information and documentation — Processes and functional requirements for software for managing records — Part 2: Guidance for selecting, designing, implementing and maintaining software for managing records
- ISO 18128:2024, Information and documentation—Records Risk: Risk Assessment for records management
- ISO/TR 21946:2018, Appraisal for Managing Records
- ISO 23081-1:2017, Information and documentation—Records management processes—Metadata for Records—Part 1: Principles
- ISO 23081-2:2021, Information and documentation—Metadata for managing records—Part 2: Conceptual and implementation issues
- ISO/TR 23081-3:2011, Information and documentation—Metadata for managing records—Part 3: Self-assessment method
- ISO/IEC 27000 family, Information security management systems
- ISO 30300:2020, Records management—Core concepts and vocabulary
- ISO 30301:2019/Adm 1:2024, Information and documentation—Management systems for records—Requirements, Amendment 1: Climate action changes
- ISO 31000:2018, Risk Management Guidelines
Laws and Regulations
- In 2010, 2 zettabytes (ZB) of data were created and replicated worldwide, projected to grow to 291 ZB in 2027.
- IDc predicts that 80% of global data will be unstructured by 2025 and stored everywhere.
- Records retention and disposition decisions will still be made about many high-value business records due to official actions.
- Examples of key U.S. federal statutes related to records management:
- National Archives Act of 1934
- Federal Records Act of 1950
- Freedom of Information Act (FOIA) of 1966
- Privacy Act of 1974
- Presidential Records Act (PRA) of 1978
- Paperwork Reduction Act of 1995
- U.S. Electronic Signatures in Global and National Commerce (ESIGN) Act of 2000
- E-Government Act of 2002### Federal Records Management
- The Code of Federal Regulations (CFR) is the codification of general and permanent rules published in the Federal Register by executive offices and agencies of the Federal Government.
- Title 36 of the CFR is most relevant to Records and Information Management (RIM), covering topics such as creation and maintenance of federal records, records disposition programs, and electronic records management.
United States Code (USC)
- The USC is the consolidation and codification of the general and permanent laws of the United States.
- Title 44 of the USC is especially relevant to RIM on the federal level, covering topics such as the National Archives and Records Administration (NARA), Presidential Records, and Records Management by Federal Agencies.
Sarbanes-Oxley Act (SOX)
- Enacted by the U.S. Congress in 2002 in response to the Enron and WorldCom financial scandals.
- _administered by the Securities and Exchange Commission (SEC).
- Applies to all public companies in the U.S., international companies that have registered equity or debt securities with the SEC, and the accounting firms that provide auditing services to them.
- Contains three rules that affect the management of business records:
- Destruction, alteration, or falsification of records.
- Retention period for records storage of at least five years.
- Types of business records that need to be stored, including electronic communications.
Financial Industry Regulatory Authority (FINRA)
- Requires brokerage firms and their registered representatives to operate fairly and honestly.
- Governed by Rule 30 of the U.S. SEC Regulation S-P, firms must have written policies and procedures to safeguard customer records and information.
- Provides guidance to firms through regulatory notices, including alerts on ransomware risks and strategies to defend against threats.
Health Insurance Portability and Accountability Act (HIPAA)
- Federal statute to standardize the electronic exchange of information between trading partners.
- Establishes privacy and security standards to protect individually identifiable health information.
- Healthcare-related organizations and employers outside of the health sector who store records regarding employee health must comply with HIPAA rules and regulations.
Electronic Signatures in Global and National Commerce Act (E-SIGN)
- Enacted by Congress in 2000 to facilitate the use of electronic records and signatures.
- Ensures the validity and legal effect of contracts entered into electronically.
- Requires businesses to obtain consumers' electronic consent or confirmation to receive information electronically that a law requires to be in writing.
- Recommends maintaining a record of the transaction in the form of an audit trail.
Federal Rules of Civil Procedure (FRCP)
- Governs the conduct of civil actions brought into federal district courts.
- Rules 26 and 27 govern the production of evidence in most federal court cases.
- Amended in 2015 to impact e-discovery procedures, introducing the concept of proportionality and focusing on "failure to preserve Electronically Stored Information".
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Description
This quiz covers the importance of information governance in organizations, its evolution, and its significance in the current business landscape.