Podcast
Questions and Answers
What is the primary purpose of conducting a periodic records inventory?
What is the primary purpose of conducting a periodic records inventory?
- To identify potential improvements to the RIM program
- To understand the types of records in existence, in what format, and where they are stored (correct)
- To develop a retention schedule for digital records only
- To dispose of paper records immediately
Why is it necessary to maintain paper records in some cases?
Why is it necessary to maintain paper records in some cases?
- Because they have historical value (correct)
- Because they have shorter retention requirements
- Because they cannot be digitized
- Because they are cheaper to maintain than digital records
What is an example of an alternate physical media used to store records?
What is an example of an alternate physical media used to store records?
- Microfilm (correct)
- Cloud storage
- External hard drives
- USB drives
What is the term used to describe the process of converting paper records to digital format?
What is the term used to describe the process of converting paper records to digital format?
What is the purpose of identifying records with historical value?
What is the purpose of identifying records with historical value?
What is an example of a non-traditional physical record?
What is an example of a non-traditional physical record?
What is the benefit of using a records inventory to develop a retention schedule?
What is the benefit of using a records inventory to develop a retention schedule?
What is the purpose of maintaining records in multiple formats?
What is the purpose of maintaining records in multiple formats?
Which of the following is NOT a benefit of retaining all information permanently, as argued by proponents of this approach?
Which of the following is NOT a benefit of retaining all information permanently, as argued by proponents of this approach?
What is the primary goal of defensible deletion, according to the text?
What is the primary goal of defensible deletion, according to the text?
What category of data is typically targeted for disposal under the ROT principle?
What category of data is typically targeted for disposal under the ROT principle?
Which of the following is NOT a risk associated with failing to develop a strategic approach to records management?
Which of the following is NOT a risk associated with failing to develop a strategic approach to records management?
Why is a records inventory considered the first logical step in establishing a records retention and disposition program?
Why is a records inventory considered the first logical step in establishing a records retention and disposition program?
Which of the following statements best describes the relationship between defensible deletion and information governance?
Which of the following statements best describes the relationship between defensible deletion and information governance?
What is the primary purpose of the text excerpt?
What is the primary purpose of the text excerpt?
Which of the following scenarios is MOST likely to be addressed by defensible deletion?
Which of the following scenarios is MOST likely to be addressed by defensible deletion?
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Study Notes
Records Retention Strategies
- Debate exists between retaining all information permanently and disposing of it when no longer needed.
- Defensible deletion involves systematically disposing of data no longer required for legal, business, or regulatory reasons, while maintaining audit trails.
Risks of Not Implementing Defensible Deletion
- Regulatory fines for non-compliance
- Reputational loss due to exposure of sensitive data
- Costs of reviewing and redacting information in response to discovery requests
Categories of Data to be Discarded
- Redundant
- Obsolete
- Trivial (ROT)
Records Inventory
- First step in establishing a records retention and disposition program
- Essential for understanding the types of records, formats, and storage locations
- Periodic inventory necessary due to internal and external changes
- Includes detailed listing of records, locations, dates, volumes, equipment, classification systems, and usage data
Managing Physical Records
- Paper records must be managed until digitized or retention requirements are met
- Inactive records with long-term retention requirements may require back-scanning, which can be cost-prohibitive
- Paper records with historical value must be identified and managed for physical survival
- Records may exist in alternate physical media, such as CDs, videocassettes, microfilm, magnetic tape, and X-ray film
- Architectural models made from balsa wood may be considered records
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