Exam 3 - Record Storage, Retrieval, Conversion and Facilities Flashcards
A computing term to describe either a gradual decay of storage media or the degradation of a software program over time is digital:
a) rot
b) migration
c) conversion
d) emulsion
e) microblog
a) rot
______ is a file format that lets you exchange text files between different word processors in different operating systems.
a) Tagged image
b) Rich text
c) Portable document
d) Extensive markup language
e) Native
b) Rich text
When properly stored, _____offer superior stability of recorded information requiring permanent preservation.
a. microforms
b. DVDs
c. optical disk
d. file shares
e. CDs
a) microforms
_____ is the process of encoding a message or information in such a way that only authorized parties can access it.
a) storing
b) identifying
c) classifying
d) encrypting
e) filing
d) encrypting
Email is often a target of _____ because organizations lack email management.
a) digital storage reduction
b) upgrades
c) audits
d) electronic discovery
e) classification
d) electronic discovery
Preparing bar code labels or providing storage boxes are considered _____ provided by commercial storage companies.
a) standard services
b) a primary value
c) secured services
d) cost-saving provisions
e) auxiliary services
e) auxiliary services
A subject type of file system is the most _____ system to maintain.
a) simple
b) expensive
c) proficient
d) affordable
e) secure
a) simple in the meeting
A cost-effective strategy for prioritizing record systems conversions is to address _____ first.
a) senior management offices
b) facilities management offices
c) mission-critical business units
d) headquarters offices
e) off-site records storage
c) mission-critical business units
A ____ may manifest itself as metadata in structured database fields.
a) record
b) taxonomy
c) template
d) random topic
e) record copy
b) taxonomy
The maintenance of a storage environment for long-term storage of records that includes monitoring the temperature, humidity, light, and impurities in the air is:
a) air conditioning
b) climate-controlled
c) stable settings
d) purification
e) preservation
b) climate-controlled
A(an) _____ is primarily intended to manage the life-cycle of information from initial publication or creation all the way through archival and eventual disposal.
a) CAR system
b) Accession
c) Database
d) direct access system
e) ECM system
e) ECM system
Conversion of paper records systems to automated electronic systems can require coordination with IT for:
a) digital storage.
b) indexing.
c) scanning speed.
d) document preparation.
e) project management.
a) digital storage
In a records center operation, records are first brought into the center through the _____ area.
a) disposal
b) administrative
c) reference
d) processing
e) staging
e) staging
Magnetic tapes, USB drives and external hard drives are all examples of _____ storage.
a) off-line
b) centralized
c) near-line
d) cloud
e) on-line
a) off-line
______ refers to the process of locating, securing, and searching electronically stored information with the intent of using it as evidence in a legal case.
a) Enterprise searching
b) Spoliation
c) E-discovery
d) Subpoenas
e) Tagging
c) E-discovery
In conducting a structured search of data, the search is performed against:
a) each word.
b) each phrase.
c) metadata.
d) a cache.
e) the taxonomy.
c) metadata
Tasks associated with operating a document imaging system would not include:
a) indexing
b) document preparation
c) refiling
d) silver recovery
e) quality assurance
d) silver recovery
The most important factor to consider in developing an index is:
a) age of the records.
b) user vocabulary.
c) number of users.
d) file location.
e) equipment type.
b) user vocabulary
_____ is the technique of organizing files under the last few digits of an identifying number, and then sequentially by any preceding numbers.
a) Alpha-numeric
b) Numeric
c) Terminal digit
d) Hierarchical
e) Classification
c) terminal digit
Active paper filing and retrieval are most productive using:
a. Vertical cabinets
b. Lateral cabinets
c. Offsite record center
d. Drawer type cabinets
e. Open-shelf filing
e) open-shelf filing
When one file folder follows another in alphabetical order, the file is said to be:
a) topical.
b) numeric.
c) classified.
d) indexed.
e) color keyed.
a) topical
The phase of e-discovery when potentially responsive documents are identified for further analysis and review is:
a) identification
b) preservation
c) collection
d) processing
e) review
a) identification
A ______ search is a type of navigation model that leverages metadata fields and values to provide users with visible options for clarifying and refining queries.
a) Boolean
b) Material
c) Datamart
d) Governance
e) Faceted
e) Faceted
_____ is the function of document imaging that requires the most planning, customization, and quality control.
a) Scanning
b) Indexing
c) Sorting
d) Filing
e) Batches
b) indexing
When evaluating a proposed scanning department, the retention periods of the records series are most likely to affect the:
a) budget.
b) maintenance cost.
c) end user acceptance.
d) pay-back period.
e) foreign involvement.
d) pay-back period
Associating electronic records with either predefined taxonomy or self-defining groups is:
a) coding.
b) coordinated indexing.
c) automatic categorization.
d) file conversion.
e) full-text indexing.
c) automatic categorization
Ensuring records scanned are validated and readable is called:
a) document preparation.
b) quality assurance.
c) OCR.
d) indexing.
e) risk mitigation.
b) quality assurance
____ systems are based on integration of computer and microfilm technology.
a) ECM
b) ERM
c) IP
d) Portable
e) CAR
e) CAR
_____ records to an off-site storage at the end of each fiscal year is the periodic method.
a) Archiving
b) Safeguarding
c) Encrypting
d) Transferring
Destroying
d) transferring
____ is the destruction, alteration, or mutilation of evidence that may pertain to a legal action.
a) Deletion
b) Spoliation
c) Emulsion
d) Maceration
e) Cancellation
b) Spoliation
Metadata is the information that allows one to demonstrate that a record, having gone through the conversion or migration process, continues to be:
a) real and fixed
b) established and functional
c) filed and indexed
d) authentic and reliable
e) true and discoverable
d) authentic and reliable
Microfilm _______ are a transparent carrier with sleeves or channels for insertion of single or multiple strips of 16m or 35mm microfilm.
a) readers
b) scanners
c) jackets
d) folders
e) sources
c) jackets
A CAR system is a:
a) thesaurus based on a subject classification system
b) system that enables efficient retrieval of microfilmed images
c) computerized archive system
d) tracking system used to locate hardcopy records
e) barcode to gather additional data from designated records
b) system that enables efficient retrieval of microfilmed images
According to the Principle of Availability, electronic information needs to be _____ to currently supported hardware and software to sustain its ongoing accessibility:
a) transmitted
b) re-inputted
c) copied
d) migrated
e) emailed
d) migrated
The process of changing records from one medium to another is:
a) filing
b) duplicating
c) processing
d) coding
e) conversion
e) conversion
The _____ infrastructure is the guidance for management and retention of the content stored in an ECM system.
a) change control
b) email system
c) information technology
d) knowledge management
e) records management
e) records management
The electronic counterpart of an in-office filing cabinet is:
a. SaaS
b. storage area network
c. network file server
d. TIF
e. wide area network
c) network file server
A generic label for describing any corporate information that is not in a database is _____ data.
a) digital
b) unstructured
c) workflow
d) tagging
e) semantic
b) unstructured
When using ____, physical storage spans multiple servers and the physical environment is typically owned and managed by a hosting company.
a) cloud storage
b) file share
c) ECM
d) record center
e) LAN
a) cloud storage
When evaluating a new ECM, the most important element to consider is the:
a) color of the source documents
b) location of existing records
c) effectiveness of the new system
d) intrinsic value of the records
e) amount of space saved
c) effectiveness of the new system
Two types of exit fees that may be associated with an offsite records center are abandoned record and _____ fees.
a) document destruction
b) permanent removal
c) administrative
d) indexing
e) entry
b) permanent removal
The storage and retrieval of information in _____ form is electronic filing.
a) valid
b) authentic
c) archival
d) paper
e) digital
e) digital
The most common filing method for physical records is _______ filing.
a) numeric
b) geographic
c) subject
d) terminal digit
e) alphabetical
e) alphabetical
Data _____ is a primary concern when negotiating agreements with cloud technology providers.
a) space required
b) ownership
c) classification
d) transfer
e) type
b) ownership
A cross-reference directs the user to another _____ where the record or information may be found.
a) location
b) organization
c) government
d) shelf
e) DVD
a) location
The difference between open-shelf filing units and vertical file cabinets is:
a) there are no maintenance costs associated with open-shelf units
b) open shelf provides more filing inches (centimeters) per unit of floor space
c) vertical file cabinets provide easier access to files
d) file guides cannot be used in open-shelf filing units
e) confidential files should never be stored in vertical file cabinets
b) open shelf provides more filing inches (centimeters) per unit of floor space
_____ is information created, manipulated, communicated, stored, and best utilized in digital form, requiring the use of computer hardware and software.
a) ESI
b) PDF
c) XML
d) USB
e) RTF
a) ESI
Data centers serve as the principal repositories for all manner of IT equipment including servers, storage subsystems, networking switches, cabling and physical racks, and:
a) routers and firewalls
b) steel storage shelving
c) cloud services
d) security personnel
e) furnaces
a) routers and firewalls
_____ data is contained in defined fields within a database.
a) Encrypted
b) Identifiable
c) Classified
d) Structured
e) Unstructured
d) structured
A common method of numbering in a records center is:
a) unit/shelf/space.
b) aisle/unit/box number.
c) row/unit/shelf/space.
d) aisle/shelf/space.
e) row/shelf/space.
c) row/unit/shelf/space
A way to save on IT operating, networking, and storage may be:
a) staff reductions.
b) virtualization.
c) cloud technology.
d) impossible.
e) hiring a new CIO.
c) cloud technology
_____ are classified as ultra-high capacity media for electronic storage.
a) Magnetic tapes
b) USB drives
c) External hard drives
d) DVD’s
e) Floppy disks
a) magnetic tapes
Using a controlled vocabulary helps to standardize terminology and improve:
a) storage.
b) preservation.
c) retrieval.
d) security.
e) Openness.
c) retrieval
Cloud computing involves delivering hosted services over the internet and includes infrastructure, platform, and _____ as a service.
a) staffing
b) physical records storage
c) software
d) hard copy destruction
e) microfilm conversion
c) software
A datacenter will typically contain all of the following except:
a) redundant power supplies
b) records storage shelving units
c) environment controls
d) security devices
e) data communication connections
b) records storage shelving units
A business typically relies heavily upon the applications, services and data contained within a _____, making it a focal point and critical asset for everyday operations.
a) records center
b) library
c) microfilm service bureau
d) data center
e) server farm
d) data center
_____ enable organizations to save on the cost of physical space and equipment.
a) Hard drives
b) DVDs
c) Record Centers
d) USB Drives
e) Sheds
c) record centers
Boxes used to store paper records in a record warehouse should be:
a) purchased from an established vendor
b) coated with dry-silver
c) light blue in color to protect it from the heat
d) low-lignin and acid free
e) alkaline based and recycled
d) low-lignin and acid free
Once the discovery process has been initiated, relevant email and instant messaging communications:
a) should be separated, email kept and instant messages destroyed.
b) should be destroyed as soon as possible.
c) should be destroyed, but in compliance with the records retention schedule.
d) cannot be destroyed.
e) can be destroyed, but only by witnessed destruction.
d) cannot be destroyed
A cost-effective strategy for prioritizing record systems conversions is to address _____ first.
a) transitory records
b) records stored in the cloud
c) records stored on external media
d) off-site records
vital records
e) vital records
The usefulness or significance of records based on purposes other than that for which they were originally created is:
a) primary value
b) secondary value
c) a record series
d) file integrity
e) alphabetical
b) secondary value
The act of specifying the predetermined topic, name, number, or caption under which a document is to be filed is:
a) filing.
b) retrieving.
c) deleting.
d) indexing.
e) searching.
d) indexing.
_____ can allow or deny access to a physical or an electronic environment.
a) An audit
b) VPN
c) Security badges
d) Firewalls
e) Access Controls
e) access controls
_______ allow users to create, edit, and publish digital content such as text, embedded audio and video files, and interactive graphics for websites.
a) Mobile content management systems
b) XML language queries
c) Social content management systems
d) Web content management systems
e) Document management systems
d) Web content management systems
A successful implementation of an imaging system:
a) will not require many upgrades or changes.
b) puts little stress on internal IT operations.
c) will result in an immediate return on investment.
d) should generate the next wave of system enhancements.
e) should remain stagnant over time.
d) should generate the next wave of system enhancements
Alphanumeric filing systems typically use _____, with users locating file headings through a hierarchical or alphabetical list that indicates the code used for filing or retrieval.
a) direct access
b) indirect access
c) diagrams
d) uniform classification
e) cartographic material
b) indirect access
One of the most significant factors in moving to cloud-based tools and services is:
a) protection of an organization’s data.
b) the ease of conducting computer forensics.
c) software training is always included.
d) reduced capital expenses for hardware, software, and office space
e) audits can be managed by the service provider.
d) reduced capital expenses for hardware, software, and office space
Records center control involves coordinating transfer of records to the center, accessioning records, logging storage assignments and storing records, responding to retrieval requests, and performing:
a) data conversions
b) refiles and interfiles
c) microfilm splicing
d) approval of retention periods
e) preparation of discovery requests
b) refiles and interfiles
If valuable long-term records are received or created on microfilm, the RIM manager should:
a) request a paper print.
b) store the records the same way as paper records.
c) scan the film to digitize the records for long-term optical storage.
d) arrange for special storage facilities and procedures.
e) run a methylene blue test.
d) arrange for special storage facilities and procedures
Once the eDiscovery process has been initiated, relevant communications should be:
a) deleted.
b) printed.
c) backed up.
d) forwarded.
e) saved and unaltered.
e) saved and unaltered
When you create a document in Microsoft’s PowerPoint the native format is a:
a) DOCX file
b) USB drive
c) PPTX file
d) paper copy
e) imaged copy
c) PPTX file
A _____ is a federated repository for all the data collected by an enterprise’s various operational systems.
a) laptop
b) file share
c) file room
d) data warehouse
e) offsite records center
d) data warehouse
Converting hard copy records to an electronic format:
a) requires minimal technical expertise
b) ensures 100% retrieval ratio
c) eliminates the need for a retention schedule
d) won’t be effective if there are non-standard sized documents
e) increases the speed of retrieval while decreasing storage space
e) increases the speed of retrieval while decreasing storage space
Converting physical servers to virtual servers will reduce the storage footprint in:
a) record centers.
b) power grids.
c) battery backups.
d) cloud applications.
e) data centers.
e) data centers
Automated document storage and retrieval systems employ _____ rather than filing concepts.
a) indexing
b) imaging
c) selection
d) cross referencing
e) posting
a) indexing
Specifying a search for words appearing in a particular order is a _____ search.
a) Boolean
b) stem
c) wild card
d) keyword
e) string
e) string
A _____ provides a method to quickly retrieve and view documents at desktop workstations.
a. WORM
b. microfilm system
c. document imaging system
d. CAR
e. conventional filing system
c) document imaging system
The online client access system at an offsite record storage facility should require a:
a) token.
b) dongle.
c) key phase.
d) department.
e) user password.
e) user password
A table of contents for an electronic storage medium is a(an):
a) pointer
b) directory
c) ASCII table
d) file hierarchy
e) vocabulary
b) directory
A(An) _____ filing system eliminates the need for an additional index.
a) indirect access
b) metadata
c) direct access
d) terminal digit
e) alphabetical
c) direct access
Requirements for storing and retrieving information on magnetic media in a records center include:
a) a bonded records center staff.
b) manual retrieval systems.
c) a variety of software.
d) telecommunications capability.
e) compatible hardware to retrieve information.
e) compatible hardware to retrieve information
A ______ search compares every word in a document, as opposed to searching an abstract or a set of keywords associated with documents.
a) full-text
b) structured
c) vector
d) fuzzy
e) faceted
a) full-text
_____ is a model for enabling convenient, on-demand network access to a shared pool of configurable computing resources that can be rapidly provisioned and released with minimal management effort.
a) Compliance monitoring
b) Mirroring
c) Telecommuting
d) Cloud computing
e) Workflow
d) Cloud computing
Information, whether structured or unstructured, must be:
a) digitized.
b) archived.
c) destroyed.
d) managed.
e) approved.
d) managed
______ allows users to create, edit, and publish digital content such as text, embedded audio and video files, and interactive graphics for websites.
a) Mobile content management systems
b) XML language queries
c) Social content management systems
d) Web content management systems
3) Document management systems
d) Web content management systems
Two electronic methods of indexing are:
a) key entry and raster scanning.
b) raster scanning and blipping.
c) optical character recognition and raster scanning.
d) digitizing and OCR.
e) barcoding and OCR.
e) barcoding and OCR
A transfer list is also referred to as a(an):
a) authority list.
b) accession list.
c) thesaurus.
d) activity list.
e) retention list.
b) accession list
_____ automates the migration of data from on-line to near-line and off-line storage devices.
a) Hierarchical storage management software
b) Disaster recovery backup software
c) Structure storage management software
d) Warehousing
e) Mining
a) hierarchical storage management software
Classifying is the process of arranging information on similar:
a) files
b) boxes
c) databases
d) books
e) subjects
e) subjects
A ____ system is used to access information on microfilm.
a) COLD
b) COM
c) LAN
d) CAR
e) CD
d) CAR
Security is a concern with _____, but accessibility and affordability are appreciated features enjoyed by organizations.
a) USB drives
b) DVDs
c) Magnetic tapes
d) Wearables
e) Cloud storage
e) cloud storage
