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CDMP > Document Records and Content > Flashcards

Document Records and Content Flashcards

1
Q

Formats of document

A

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

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2
Q

Records management includues

A

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

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3
Q

Document management

A

storage, inventory and control of electronic and paper document

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4
Q

What is the relationship between documents and records

A

records are a subset of documents

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5
Q

Content management

A

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

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6
Q

Significant records

A

evidence of the organisations business activities and regulatory compliance

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7
Q

Vital Record

A

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

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8
Q

Taxonomy

A

technique of classification (controlled vocabulary)

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9
Q

Ontology

A

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.

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10
Q

Example Ontologies

A

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)

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11
Q

Five types of of taxonomy

A

flat
Hierarchical
poly
Facet
Network

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12
Q

Flat taxonomy

A

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

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13
Q

Hierarchical taxomy

A

tree structure e.g., geography based fields

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14
Q

Polyhierarchy

A

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

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15
Q

Facet taxomy

A

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

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16
Q

Network taxomy

A

both hierarchical and facet

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17
Q

Document/record lifecycle

A

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

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18
Q

Three types of control schemes

A
  • custody
  • revision
  • formal
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19
Q

Custody control

A

least formal control, requires safe storage and means of retrieval

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20
Q

Revision control

A

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

21
Q

Formal control

A

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

22
Q

DCS

A

document control scheme

23
Q

ANSI 859

A

standard for document control

24
Q

requires administrative metadata examples

A

e.g., last update time, who approved

25
Q

How many GARP principles are there

A

8

26
Q

GARP acronym

A

Generally accepted recordkeeping principles

27
Q

How development GARP?

A

ARMA

28
Q

GAAP vs GARP vs GATT

A

Accounting principles vs Generally accepted recordkeeping principles vs trading agreement

29
Q

GARP principles

A
  1. accountability
  2. transparency
  3. integrity
  4. protection
  5. compliance
  6. availability
  7. retention
  8. disposition
30
Q

content management is generally associated with

A

meta data

31
Q

CMS

A

content management system

32
Q

active content management

A

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

33
Q

Content Distrubution System

A

pushing out parts of content

34
Q

Redacting

A

masking certain content

35
Q

embargoing

A

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

36
Q

encryption

A

transforming the data

37
Q

Primary deliverables of proper document and record management

A

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

38
Q

Whys is non-value added data often not removed?

A

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

39
Q

Why defining your business continuity plan what should be done?

A

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

40
Q

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

A

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

41
Q

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

A

Processing Phase

42
Q

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?

A

In Development

43
Q

Why should documents and content be managed?

A
  • regulatory compliance
  • response to litigation and e-discovery
  • business continuity
44
Q

Documents vs records

A
  • contain instructions and info whereas records contain evidence of action
45
Q

features of the RDF framework?

A

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

46
Q

Generally Acceptable Recordkeeping Principles® (GARP)

A

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

47
Q

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

A

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

48
Q

ANSI 859 =>

A

CHANGE

49
Q

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

A

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

CDMP (14 decks)

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