Exam 3 - Record Storage, Retrieval, Conversion and Facilities

Question 1

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

Answer 1

a) rot

Question 2

______ 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

Answer 2

b) Rich text

Question 3

When properly stored, _____offer superior stability of recorded information requiring permanent preservation.
a. microforms
b. DVDs
c. optical disk
d. file shares
e. CDs

Answer 3

a) microforms

Question 4

_____ 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

Answer 4

d) encrypting

Question 5

Email is often a target of _____ because organizations lack email management.
a) digital storage reduction
b) upgrades
c) audits
d) electronic discovery
e) classification

Answer 5

d) electronic discovery

Question 6

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

Answer 6

e) auxiliary services

Question 7

A subject type of file system is the most _____ system to maintain.
a) simple
b) expensive
c) proficient
d) affordable
e) secure

Answer 7

a) simple in the meeting

Question 8

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

Answer 8

c) mission-critical business units

Question 9

A ____ may manifest itself as metadata in structured database fields.
a) record
b) taxonomy
c) template
d) random topic
e) record copy

Answer 9

b) taxonomy

Question 10

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

Answer 10

b) climate-controlled

Question 11

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

Answer 11

e) ECM system

Question 12

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.

Answer 12

a) digital storage

Question 13

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

Answer 13

e) staging

Question 14

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

Answer 14

a) off-line

Question 15

______ 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

Answer 15

c) E-discovery

Question 16

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.

Answer 16

c) metadata

Question 17

Tasks associated with operating a document imaging system would not include:
a) indexing
b) document preparation
c) refiling
d) silver recovery
e) quality assurance

Answer 17

d) silver recovery

Question 18

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.

Answer 18

b) user vocabulary

Question 19

_____ 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

Answer 19

c) terminal digit

Question 20

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

Answer 20

e) open-shelf filing

Question 21

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.

Answer 21

a) topical

Question 22

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

Answer 22

a) identification

Question 23

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

Answer 23

e) Faceted

Question 24

_____ 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

Answer 24

b) indexing

Question 25

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.

Answer 25

d) pay-back period

Question 26

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.

Answer 26

c) automatic categorization

Question 27

Ensuring records scanned are validated and readable is called:
a) document preparation.
b) quality assurance.
c) OCR.
d) indexing.
e) risk mitigation.

Answer 27

b) quality assurance

Question 28

____ systems are based on integration of computer and microfilm technology.
a) ECM
b) ERM
c) IP
d) Portable
e) CAR

Answer 28

e) CAR

Question 29

_____ 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

Answer 29

d) transferring

Question 30

____ 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

Answer 30

b) Spoliation

Question 31

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

Answer 31

d) authentic and reliable

Question 32

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

Answer 32

c) jackets

Question 33

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

Answer 33

b) system that enables efficient retrieval of microfilmed images

Question 34

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

Answer 34

d) migrated

Question 35

The process of changing records from one medium to another is:
a) filing
b) duplicating
c) processing
d) coding
e) conversion

Answer 35

e) conversion

Question 36

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

Answer 36

e) records management

Question 37

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

Answer 37

c) network file server

Question 38

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

Answer 38

b) unstructured

Question 39

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

Answer 39

a) cloud storage

Question 40

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

Answer 40

c) effectiveness of the new system

Question 41

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

Answer 41

b) permanent removal

Question 42

The storage and retrieval of information in _____ form is electronic filing.
a) valid
b) authentic
c) archival
d) paper
e) digital

Answer 42

e) digital

Question 43

The most common filing method for physical records is _______ filing.
a) numeric
b) geographic
c) subject
d) terminal digit
e) alphabetical

Answer 43

e) alphabetical

Question 44

Data _____ is a primary concern when negotiating agreements with cloud technology providers.
a) space required
b) ownership
c) classification
d) transfer
e) type

Answer 44

b) ownership

Question 45

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

Answer 45

a) location

Question 46

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

Answer 46

b) open shelf provides more filing inches (centimeters) per unit of floor space

Question 47

_____ 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

Answer 47

a) ESI

Question 48

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

Answer 48

a) routers and firewalls

Question 49

_____ data is contained in defined fields within a database.
a) Encrypted
b) Identifiable
c) Classified
d) Structured
e) Unstructured

Answer 49

d) structured

Question 50

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.

Answer 50

c) row/unit/shelf/space

Question 51

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.

Answer 51

c) cloud technology

Question 52

_____ 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

Answer 52

a) magnetic tapes

Question 53

Using a controlled vocabulary helps to standardize terminology and improve:
a) storage.
b) preservation.
c) retrieval.
d) security.
e) Openness.

Answer 53

c) retrieval

Question 54

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

Answer 54

c) software

Question 55

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

Answer 55

b) records storage shelving units

Question 56

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

Answer 56

d) data center

Question 57

_____ 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

Answer 57

c) record centers

Question 58

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

Answer 58

d) low-lignin and acid free

Question 59

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.

Answer 59

d) cannot be destroyed

Question 60

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

Answer 60

e) vital records

Question 61

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

Answer 61

b) secondary value

Question 62

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.

Answer 62

d) indexing.

Question 63

_____ 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

Answer 63

e) access controls

Question 64

_______ 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

Answer 64

d) Web content management systems

Question 65

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.

Answer 65

d) should generate the next wave of system enhancements

Question 66

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

Answer 66

b) indirect access

Question 67

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.

Answer 67

d) reduced capital expenses for hardware, software, and office space

Question 68

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

Answer 68

b) refiles and interfiles

Question 69

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.

Answer 69

d) arrange for special storage facilities and procedures

Question 70

Once the eDiscovery process has been initiated, relevant communications should be:
a) deleted.
b) printed.
c) backed up.
d) forwarded.
e) saved and unaltered.

Answer 70

e) saved and unaltered

Question 71

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

Answer 71

c) PPTX file

Question 72

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

Answer 72

d) data warehouse

Question 73

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

Answer 73

e) increases the speed of retrieval while decreasing storage space

Question 74

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.

Answer 74

e) data centers

Question 75

Automated document storage and retrieval systems employ _____ rather than filing concepts.
a) indexing
b) imaging
c) selection
d) cross referencing
e) posting

Answer 75

a) indexing

Question 76

Specifying a search for words appearing in a particular order is a _____ search.
a) Boolean
b) stem
c) wild card
d) keyword
e) string

Answer 76

e) string

Question 77

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

Answer 77

c) document imaging system

Question 78

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.

Answer 78

e) user password

Question 79

A table of contents for an electronic storage medium is a(an):
a) pointer
b) directory
c) ASCII table
d) file hierarchy
e) vocabulary

Answer 79

b) directory

Question 80

A(An) _____ filing system eliminates the need for an additional index.
a) indirect access
b) metadata
c) direct access
d) terminal digit
e) alphabetical

Answer 80

c) direct access

Question 81

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.

Answer 81

e) compatible hardware to retrieve information

Question 82

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

Answer 82

a) full-text

Question 83

_____ 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

Answer 83

d) Cloud computing

Question 84

Information, whether structured or unstructured, must be:
a) digitized.
b) archived.
c) destroyed.
d) managed.
e) approved.

Answer 84

d) managed

Question 85

______ 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

Answer 85

d) Web content management systems

Question 86

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.

Answer 86

e) barcoding and OCR

Question 87

A transfer list is also referred to as a(an):
a) authority list.
b) accession list.
c) thesaurus.
d) activity list.
e) retention list.

Answer 87

b) accession list

Question 88

_____ 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

Answer 88

a) hierarchical storage management software

Question 89

Classifying is the process of arranging information on similar:
a) files
b) boxes
c) databases
d) books
e) subjects

Answer 89

e) subjects

Question 90

A ____ system is used to access information on microfilm.
a) COLD
b) COM
c) LAN
d) CAR
e) CD

Answer 90

d) CAR

Question 91

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

Answer 91

e) cloud storage