Records Appraisal and Inventory
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Questions and Answers

What is a characteristic of static web content?

  • It is often used in social media sites
  • It is dynamic and challenging to capture
  • It assembles specific content for the visitor when requested
  • It remains unchanged until manually modified (correct)

    • What should be done when adding new versions of documents to a website?

  • Retain a copy of the updated document (correct)
  • Publish the document without metadata
  • Notify the recordkeeping system
  • Delete the old version and replace it with the new one

    • Why should a legal hold be put into effect when removing content from a website?

  • To notify the initiating party
  • To preserve the content for archival purposes
  • To reuse the content on a different website
  • To comply with records retention requirements (correct)

    • What is the purpose of conducting a risk assessment when archiving a website?

    <p>To determine the frequency of snapshots</p> Signup and view all the answers

    Why are snapshots not recommended for websites with dynamic functionality?

    <p>They cannot capture the full content and functionality</p> Signup and view all the answers

    What is a characteristic of dynamic web content?

    <p>It assembles specific content for the visitor when requested</p> Signup and view all the answers

    What is the advantage of capturing and preserving dynamic websites?

    <p>It provides a complete picture of the organization's communication</p> Signup and view all the answers

    What is required when capturing records from dynamic websites?

    <p>Automatic searching, capturing, and exporting</p> Signup and view all the answers

    Why are screenshots not sufficient for capturing records from static web pages?

    <p>They are not searchable</p> Signup and view all the answers

    What should be done when records are required for audit or legal purposes?

    <p>Put a legal hold into effect</p> Signup and view all the answers

    What is the main purpose of NARA providing links to 'frozen' WhiteHouse.gov websites?

    <p>To comply with the Presidential Records Act</p> Signup and view all the answers

    What is the primary function of the Internet Archive's Archive-It service?

    <p>To provide a web archiving subscription service</p> Signup and view all the answers

    What is the benefit of using Brozzler for web archiving?

    <p>It improves capture of dynamic and multimedia content</p> Signup and view all the answers

    What is the purpose of web-archiving practices in organizations?

    <p>To protect the organization from risks, including penalties for regulatory noncompliance</p> Signup and view all the answers

    What is the minimum period of time that New York practitioners must keep medical records on file?

    <p>Six years from the date of discharge or three years after the patient's age of majority</p> Signup and view all the answers

    What is the primary purpose of the Presidential Records Act?

    <p>To require the White House to retain information contributed by the public</p> Signup and view all the answers

    What is the purpose of Smarsh's Web Archiving Tool?

    <p>To capture and manage all content, including web content, email, instant messages, and text messages</p> Signup and view all the answers

    Why do organizations need to comply with recordkeeping requirements?

    <p>To comply with the regulations established by the entities that exercise control over them</p> Signup and view all the answers

    What is the main difference between the retention requirements for medical records in New York and California?

    <p>California requires a longer retention period</p> Signup and view all the answers

    What is the purpose of the Wayback Machine?

    <p>To provide a public archive of webpages</p> Signup and view all the answers

    What is the primary reason for organizing records into a records series?

    <p>To group records based on subject or function</p> Signup and view all the answers

    What is the minimum retention period generally suggested for records if no specific requirement exists?

    <p>Three years</p> Signup and view all the answers

    Which of the following roles is NOT typically involved in website records management?

    <p>User experience designers</p> Signup and view all the answers

    What must each records series be controlled by to ensure proper management?

    <p>A records schedule</p> Signup and view all the answers

    Which factor can complicate the retention period for business records compared to personal records?

    <p>Legal and regulatory requirements</p> Signup and view all the answers

    When should records typically be disposed of after filing a claim for a refund that is under IRS regulations?

    <p>After three years</p> Signup and view all the answers

    What is the main challenge regarding web-based records compared to traditional records?

    <p>They may not have a defined records series</p> Signup and view all the answers

    Under IRS guidelines, what is a condition that would allow an individual to dispose of tax records sooner than three years?

    <p>Belief of no pending audits for fraud</p> Signup and view all the answers

    In which structure could you categorize your tax-related documents to reflect their purpose?

    <p>By the organization of forms submitted</p> Signup and view all the answers

    What is one of the responsibilities of a records manager concerning an effective records series?

    <p>Developing a retention policy based on best practices</p> Signup and view all the answers

    In what state would a product liability lawsuit against the original seller of a product have the shortest statute of limitations?

    <p>Louisiana</p> Signup and view all the answers

    Which of the following is NOT a factor considered when determining the retention period for records with administrative or operational value?

    <p>Market trends</p> Signup and view all the answers

    In the context of the provided text, what is the primary purpose of a records retention and disposition schedule?

    <p>To comply with all applicable legal and regulatory requirements</p> Signup and view all the answers

    Which of the following is NOT a type of record that the Securities and Exchange Commission requires accounting firms to retain for seven years?

    <p>Internal audit reports</p> Signup and view all the answers

    A medical record in Texas must be retained for how long?

    <p>Until the patient is 21 years old</p> Signup and view all the answers

    How long should a corporation’s internal audit records be retained according to the Massachusetts Society of Certified Public Accountants?

    <p>Six years</p> Signup and view all the answers

    In Alabama, how long does a plaintiff have to file a product liability lawsuit from the date of injury if they are suing the original seller of the product?

    <p>One year</p> Signup and view all the answers

    Under what circumstances can the IRS go back more than six years in an audit?

    <p>If a substantial error is identified</p> Signup and view all the answers

    Which of the following is NOT a factor to consider when determining business records requirements?

    <p>Industry best practices</p> Signup and view all the answers

    What is the primary difference between a records inventory and a records appraisal?

    <p>An inventory identifies existing records, while an appraisal determines what records should be created and retained.</p> Signup and view all the answers

    According to the provided information, what is the primary goal of records appraisal?

    <p>To identify and retain records that provide evidence of business activities.</p> Signup and view all the answers

    Why is it essential to understand the nature of a business's legal, resourcing, and technological environment when performing a records appraisal?

    <p>To identify potential risks and develop strategies for mitigating them.</p> Signup and view all the answers

    Which of the following is NOT a key stakeholder involved in identifying business records requirements?

    <p>Human Resources (HR)</p> Signup and view all the answers

    The example of a purchase requisition form and a purchase order illustrates which concept from the provided content?

    <p>The need to establish different retention periods for different types of records.</p> Signup and view all the answers

    Based on the provided content, which of the following statements about records appraisal is true?

    <p>Records appraisal is a continuous process that should be reviewed and updated regularly.</p> Signup and view all the answers

    What is the main purpose of maintaining metadata and linkages between records in electronic systems?

    <p>To facilitate the retrieval and analysis of information from records.</p> Signup and view all the answers

    Which of the following records would NOT be considered to have a primary value in the context of an organization's daily operations?

    <p>U.S. military records</p> Signup and view all the answers

    Which of the following records would be MOST likely to be classified as having BOTH administrative and legal value?

    <p>Contracts</p> Signup and view all the answers

    Which of the following is NOT a key aspect of risk management, as described in the text?

    <p>Developing a comprehensive historical archive</p> Signup and view all the answers

    What is a significant impact of GDPR on businesses outside the EU?

    <p>GDPR applies to businesses outside the EU that have a presence or conduct business with EU residents.</p> Signup and view all the answers

    Which of the following is NOT a type of value attributed to records as discussed in the text?

    <p>Strategic</p> Signup and view all the answers

    What is a primary reason for the increasing complexity of the legal and regulatory environment for businesses?

    <p>The rise of new business models facilitating cross-border commerce</p> Signup and view all the answers

    The text mentions the "Cyber Essentials Audit." Based on the information provided, what is the likely purpose of this audit?

    <p>To determine an organization's compliance with data security standards</p> Signup and view all the answers

    Which of the following is a significant reason why records with historical value should be properly maintained?

    <p>To document and understand the past activities of an organization</p> Signup and view all the answers

    Based on the example of the UK Electoral Commission, which of the following actions can help mitigate cyber security risks?

    <p>Implementing regular security audits and software updates</p> Signup and view all the answers

    Study Notes

    Records Appraisal

    • Records appraisal is the process of evaluating business activities to determine which records need to be created and captured and how long they need to be kept.
    • It differs from inventory in that it determines what should be captured and retained, whereas inventory determines what is being/has been retained.

    Business Records Requirements

    • Records requirements are derived from business needs, regulatory requirements, and societal expectations.
    • Identifying business records requirements involves working with stakeholders from business units, legal, information technology, and risk management.

    Business Needs

    • Records are created to serve a business need, such as documentation in a purchasing process.
    • The retention period for each record is determined by its business need, e.g., 3 years for a purchase requisition form and 7 years for a purchase order.
    • Legal and regulatory requirements are becoming more complex due to increased laws and regulations.
    • Examples of regulations include the European Union's GDPR, which impacts businesses outside the EU.

    Risk Management

    • Risk management involves identifying, assessing, and controlling threats to an organization.
    • Improper handling of records and information can lead to risks, such as cyber-attacks.

    Primary and Secondary Value of Records

    • Records have primary value (evidential value) and secondary value (historical, fiscal, administrative, or legal value).
    • Records can possess one or more of the following four values: administrative, fiscal, legal, and historical.

    Records Series

    • A records series is a group of records related to a particular subject or function.
    • Each record series must be controlled by a records schedule that provides mandatory instructions for retention and disposal.

    Web Records: Identifying, Capturing, and Scheduling

    • Web-based records are subject to the same retention and disposition requirements as paper-based or other electronic records.
    • The length of time web-based records must be retained varies, typically between 3 and 10 years.

    Web Archiving

    • Web archiving is the process of collecting portions of the World Wide Web, preserving the collections in an archival format, and providing enduring access to that content.
    • Tools such as Archive-It and the Wayback Machine are used for web archiving.

    Compliance Issues

    • Web-archiving practices can protect organizations from risks, including penalties for regulatory noncompliance, litigation challenges, and e-discovery costs.
    • Organizations must comply with recordkeeping requirements established by regulatory bodies.
    • Organizations must comply with federal and state laws, which vary across jurisdictions.
    • Examples of regulations include accounting and tax laws, healthcare laws, and product liability laws.

    Statutes of Limitations

    • Statutes of limitations are federal or state laws that restrict the time in which legal proceedings can be brought against a defendant.
    • Examples of statutes of limitations include product liability laws in Alabama, Louisiana, and Massachusetts.

    Audit Period

    • Audit periods vary, but generally, audits can include returns filed within the last three years.
    • The Securities and Exchange Commission requires accounting firms to retain certain records for seven years.

    Administrative Needs

    • The retention requirements for records with administrative or operational value are determined by input from records creators and users.
    • Records appraisal and legal research are used to develop the records retention and disposition schedule.

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    Description

    Learn about the concept of appraisal in records management, as described in ISO/TR 21946, and how it differs from inventory. Understand what records need to be created, captured, and retained.

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