Questions and Answers
Which of the following ARE NOT official record repositories for DLA records? (Select all that apply)
An employee who receives a records preservation order must do which of the following? (Select all that apply)
What are most records generated by an agency considered?
Temporary
Is a records file plan a roadmap?
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An employee transferring to another agency may take all their email records with them.
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What does the acronym ROT stand for?
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Which directive does NOT drive DLA's Record Management Program?
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Is the report on the environmental impact study a record?
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What must Ms. Mina do before she leaves the agency?
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All records created and maintained by DLA are considered vital records.
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Temporary records with a retention of less than one year are sent to the National Archives and Records Administration, or NARA.
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How often do file plans need to be reviewed, re-validated, or updated?
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I am authorized to remove documents that I generate because it is my record.
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All emails are retained forever.
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The majority of records generated by an agency are considered?
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Where are NARA approved record retentions found?
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Who is responsible for ensuring recordkeeping requirements are incorporated in their office program processes and procedures?
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What are the phases in the Life Cycle of records?
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Study Notes
Records Definition
- Records include Financial Statements, Surveys, and Audit Reports.
- Non-record repositories for DLA records include Desk Drawers and One Drive.
Records File Plan
- A records file plan is essential as it lists types of records maintained and their locations.
- It serves as a roadmap for records management.
- It provides information on when records can be destroyed.
Record Preservation Orders
- Employees receiving a records preservation order must acknowledge receipt, conduct relevant searches, and ensure preservation of documents.
- They must notify their component records manager about forwarding orders to other personnel and provide search results.
Records Lifecycle
- The lifecycle of records consists of Creation and Receipt, Maintenance and Use, and Disposition.
Government Records on Mobile Devices
- Examples of government records on mobile devices include text messages regarding work-related communications.
Employee Email Records
- Employees transferring to another agency cannot take all their email records with them.
Destruction of Sensitive Records
- Approved methods for destroying physical records with sensitive information include burning bags, shredding using appropriate equipment, and using lock bins for destruction.
Non-records Value
- Non-records do not carry Administrative, Legal, Fiscal, or Archival value.
Benefits of a Records Management Program
- A records management program ensures compliance, preserves agency history, prepares for audits, and reduces storage costs and excessive search time.
ROT Method
- The acronym ROT stands for Redundant, Obsolete/Outdated, and Trivial, used to identify non-records.
Directives and DLA's Record Management Program
- The Federal Acquisition Regulations do not drive DLA's Record Management Program.
Record Ownership
- Reports created as part of job duties, such as Mr. Jones's environmental impact study, are considered records belonging to the government agency.
Employee Departure Duties
- Employees like Ms. Mina must complete DLA Form 1937 - Records Management checklists for transfers or departure before leaving the agency.
Classification of Records
- Not all records created and maintained by DLA are classified as vital records, and most are considered temporary.
Record Retention
- Temporary records with less than a one-year retention period are not sent to the National Archives and Records Administration (NARA).
Annual Review of File Plans
- File plans must be reviewed, re-validated, or updated annually to maintain accuracy.
Document Removal Authorization
- It is false that an employee is authorized to remove documents they generate personally.
Email Retention Policy
- Not all emails are retained indefinitely; retention policies vary.
Responsibilities in Recordkeeping
- Supervisors and Managers are responsible for integrating recordkeeping requirements into office program processes and procedures.
NARA Records Retention Schedule
- The DLA Records Retention Schedule (RRS) is the source for NARA-approved record retentions.
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Description
Test your knowledge on records and information management with this quiz based on DLA guidelines. You'll explore various definitions and principles related to records, including file plans and types of records. Perfect for students or professionals in information management!
