Document Records and Content

Question 1

Formats of document

Answer 1

(Physical) Paper, physical material, film records, microfiche
(Electronic) email, attachments, documents, databases, websites

Question 2

Records management includues

Answer 2

keeping records safe from their creation or receipt through processing, distrubution, organisation and retrieval to their ultimate disposition.

Question 3

Document management

Answer 3

storage, inventory and control of electronic and paper document

Question 4

What is the relationship between documents and records

Answer 4

records are a subset of documents

Question 5

Content management

Answer 5

The organisation, categorisation and structure of data/resources so they can be stored, published and reused in multiple ways.

Question 6

Significant records

Answer 6

evidence of the organisations business activities and regulatory compliance

Question 7

Vital Record

Answer 7

A record required in the case of disaster to resume the organisations operations in the event of a disaster e.g., liscenses

Question 8

Taxonomy

Answer 8

technique of classification (controlled vocabulary)

Question 9

Ontology

Answer 9

type of model that represents a set of concepts, occurences/instances of those concepts and their relationships within a business domain.

Also includes event and processes within that domain.

Narrow but deep.

Question 10

Example Ontologies

Answer 10

FIBO (finance industry business ontology - describes trades, swaps, future trades etc and how these all work)
IDO (infectious disease ontology - categories of diseases, all their details)

Question 11

Five types of of taxonomy

Answer 11

flat
Hierarchical
poly
Facet
Network

Question 12

Flat taxonomy

Answer 12

no relationship between the controlled set of categories (all items are equal)

Question 13

Hierarchical taxomy

Answer 13

tree structure e.g., geography based fields

Question 14

Polyhierarchy

Answer 14

tree structure with more than one node relation rule, i.e., child nodes have multiple parents.
Parents may also share grandparents.

Question 15

Facet taxomy

Answer 15

Star like, where each node is associated with the centre node.

Question 16

Network taxomy

Answer 16

both hierarchical and facet

Question 17

Document/record lifecycle

Answer 17

Inventory -> policy -> classification -> storage -> retrieval & circulation -> preservation & disposal

Question 18

Three types of control schemes

Answer 18

• custody
• revision
• formal

Question 19

Custody control

Answer 19

least formal control, requires safe storage and means of retrieval

Question 20

Revision control

Answer 20

notifies stakeholders and incrementing versions when a change is required.
e.g., last update time, who approved
requires administrative metadata

Question 21

Formal control

Answer 21

Requires formal change initiation.
Every change must go through formal control and be approved
requires administrative metadata.

Question 22

DCS

Answer 22

document control scheme

Question 23

ANSI 859

Answer 23

standard for document control

Question 24

requires administrative metadata examples

Answer 24

e.g., last update time, who approved

Question 25

How many GARP principles are there

Answer 25

8

Question 26

GARP acronym

Answer 26

Generally accepted recordkeeping principles

Question 27

How development GARP?

Answer 27

ARMA

Question 28

GAAP vs GARP vs GATT

Answer 28

Accounting principles vs Generally accepted recordkeeping principles vs trading agreement

Question 29

GARP principles

Answer 29

1. accountability 2. transparency 3. integrity 4. protection 5. compliance 6. availability 7. retention 8. disposition

Question 30

content management is generally associated with

Answer 30

meta data

Question 31

CMS

Answer 31

content management system

Question 32

active content management

Answer 32

daily changes through controlled processes for creation, modification, and collaboration of content before dissemination

Question 33

Content Distrubution System

Answer 33

pushing out parts of content

Question 34

Redacting

Answer 34

masking certain content

Question 35

embargoing

Answer 35

embargoing of data is where data cannot be published until certain conditions are met.

Question 36

encryption

Answer 36

transforming the data

Question 37

Primary deliverables of proper document and record management

Answer 37

managed records in many media formats, e-discovery records, policies and procedures, contracts and financial documents

Question 38

Whys is non-value added data often not removed?

Answer 38

The policies are unclear of what is defined as no-value added so there is no cost to the driver, it takes more effort to dispose than to keep

Question 39

Why defining your business continuity plan what should be done?

Answer 39

Consider written policies and procedures, impact mitigating measures, required recovery time and acceptable amount of disruption, the critically of the documents.

Question 40

What are some of the characteristics found in well prepared records?

Answer 40

Content is accurate and complete Records are created promptly after an event occurs or a decision is made Records cannot be changed for the legal length of their existence The appearance and arrangement of the record's content is clear and unambiguous

Question 41

In which phase of the Electronic Discovery Reference Model is data deduplicated, searched and analysed after it is reviewed?

Answer 41

Processing Phase

Question 42

In the Information Governance Maturity Model, which level best describes an organisation that is starting to recognise the impact of information governance on their organisation?

Answer 42

In Development

Question 43

Why should documents and content be managed?

Answer 43

- regulatory compliance - response to litigation and e-discovery - business continuity

Question 44

Documents vs records

Answer 44

- contain instructions and info whereas records contain evidence of action

Question 45

features of the RDF framework?

Answer 45

It is a standard model for data interchange on the Web RDF provides a generic, graph-based data model to link data that describes things Both RDF and OWL are Semantic Web standards that provide a framework for sharing and reuse of data OWL (W3C Web Ontology Language) is a vocabulary extension of RDF

Question 46

Generally Acceptable Recordkeeping Principles® (GARP)

Answer 46

Principle of Protection Principle of Availability Principle of Accountability Principle of Disposition

Question 47

Criteria ANSI 859 recommends when determining the control levels applicable to a data asset

Answer 47

The need to reuse the asset or earlier versions of the asset Changes to project impact will have significant cost or schedule consequences if changed Maintenance of a history of change

Question 48

ANSI 859 =>

Answer 48

CHANGE

Question 49

Which of these describes activities in the document/record management lifecycle?

Answer 49

Identification, management of policies, classification, retention, storage, retrieval and circulation, preservation and disposal