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Information Management 214 > Test 1 (Chapter 1 & 2) > Flashcards

Test 1 (Chapter 1 & 2) Flashcards

1
Q

Stored information, regardless of media or characteristics, made or received by an organization that is evidence of its operations and has value requiring its retention for a specific period of time

A

Record

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2
Q

An association for information management professionals

A

ARMA International

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3
Q

The systematic control of all records from their creation or receipt, through their processing, distribution, organization,storage, and retrieval, to their ultimate disposition

A

Records management

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4
Q

A standard for records management policies and procedures.

A

ISO 15489

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5
Q

Internet or a network of servers

A

Cloud

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6
Q

A record created for use outside of the organization. It may be created inside or outside of the organization.

A

External record

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7
Q

A record that contains information needed to operate an organization

A

Internal record

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8
Q

A document used in an organizations day-today operations.

A

Transaction record

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9
Q

A record that contains information needed to carry on the operations of an organization over long periods.

A

Reference record

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10
Q

Receipt of record from outside the business. (Email written, letter produced)

A

Creation - life cycle

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11
Q

Who gets the record? Internal users, external users. The record is sent to the person responsible for its use.

A

Distribution - life cycle

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12
Q

Decisions, reference, inquires, and legal requirements.

A

Use- life cycle

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13
Q

Store/file, retrieve, protect files.

A

Maintenance - life cycle

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14
Q

Transfer, retain, or destroy.

A

Disposition - life cycle

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15
Q

A system that enables users to compose, transmit, receive, and manage electronic documents and images across networks.

A

Electronic mail (e-mail)

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16
Q

A page or collection of web pages that allows people who access the site to contribute or modify content

A

Wiki

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17
Q

A shared online journal

A

Blog

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18
Q

A broadcast sent over the internet to receivers who hear and/or view the information via computers or other electronic devices.

A

Podcast

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19
Q

A video presentation given over the World Wide Web

A

Webinar

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20
Q

A short message posted on the twitter social network website

A

Tweet

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21
Q

An automated system for scanning, storing, retrieving, and managing images of physical records in an electronic format.

A

Document imaging

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22
Q

An electric method to communicate and to transact business over networks and through computers

A

E-commerce

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23
Q

Electronic payments and collections

A

Electronic funds transfer (EFT)

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24
Q

A communication procedure between two companies that allows the exchange of standardized documents (most commonly invoices or purchase orders) through computers.

A

Electronic data interchange (EDI)

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25
Q

The overarching frame-work within which the records and information management (RIM) program resides

A

Information governance (IG)

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26
Q

Form the foundation for which an effective information governance program can be built

A

ARMA’s Generally Accepted Record Keeping principles (“The Principles”)

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27
Q

A global, non-profit organization that provides independent research, education and certification programs to information professionals

A

AIIM (Association for information and image management)

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28
Q

The strategies, methods, and tools used to capture, manage, store, preserve, and deliver content and documents related to organizational processes

A

Enterprise content management (ECM)

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29
Q

When a company is subject to litigation or a lawsuit, all information, records, and other evidence that are relevant to the case must be identified and retrieved. These procedures are called the discovery process

A

Discovery

30
Q

The process of identifying and providing all electronically stored information and records relevant to the case

A

E-discovery

31
Q

Scanning, sorting, retrieving, and managing records electronically

A

Document imaging

32
Q

Computer/media storage of records that requires equipment to view, read, listen

A

Electronic record

33
Q
  • Physical storage of records
  • Oldest method of records management
  • Filing “by hand”
A

Manual Filing System

34
Q

Photographic reduction of paper records to micro-images (microfilm, fiche) for space-saving storage and rapid retrieval
- used by banks, newspapers, and insurance companies

A

Micrographics

35
Q

Computer storage and retrieval of records (floppies, CD-Roms, optical & laser disks, hard drive on computer…)

A

Electronic records systems

36
Q

Long-term value, record the history of the company, stored in protected records archive. (Minutes in meetings)

A

Historical records

37
Q

Used in daily operation of firm, short and long term value, administrative documents: correspondence, forms, reports

A

Operational (administrative) records

38
Q

Some records required by law to be kept certain length of time: contracts, real estate deeds, articles of incorporation, stockholders reports

A

Legal records

39
Q

Financial records and documents which have legal and operational value to firm: tax returns, balance sheets, income statements

A

Fiscal records

40
Q

Original copy or record copy kept permanently or legal, historical, or operational reasons (deeds, property titles, tax forms, receipts)

A

Official record

41
Q

Group of related records (bank statements for the entire year)

A

Records series

42
Q

Assist in a firms business operations, replaced at great cost and effort, retention schedule determines length of storage

A

Important records

43
Q

Used in conducting daily operations of firm, usually replaced at minimal cost, low to medium degree of protection

A

Useful records

44
Q

Temporary value, lowest degree of protection required, eventually destroyed after use

A

Non-essential récords

45
Q

Mid- to top-level managers responsible for directing the entire RIM program

A

Managerial

46
Q

Specialists and luces specialists responsible for operating the records center, supervising the design and use of business forms

A

Supervisory

47
Q

Includes this workers responsible for routine Filing and retrieving tasks, assisting with vital records, and records retention work

A

Operating

48
Q

“Tools, technologies, and methods to capture, store, preserve and deliver content or information across an enterprise or organization”

A

Enterprise content management

49
Q

Software processing wherein the the retrieval and management of data is done through electronic means

A

Electronic document management

50
Q

Federal agencies required to disclose records requested in writing by any person. Individuals access to records kept by public and private organizations

A

Freedom of information act

51
Q

See records about yourself, amend inaccurate records. You can also exclude others seeing your records without your permission

A

Privacy act

52
Q

Protects original works of authorship, copyright is immediate property of author

A

Copyright act, intellectual property protection act

53
Q

Deals with files of CRAs. CRA must provide list of everyone who has vied your credit file. Request report 60 Days. Correct report:30 days

A

Fair credit reporting act

54
Q

Prevents financial institutions from requiring customers to authorize release of financial records as a condition of doing business.

A

Right to financial privacy act

55
Q

Encouraged federal governmental minimize the paperwork burden imposed on the American public.

A

Federal paperwork reduction act

56
Q

Allows information/records to be shared between federal agencies. Records used by one agency can be used/shared electronically for different purpose by another agency

A

Computer matching and privacy protection act

57
Q

Allows the public to access government documents via internet to the federal governments electronic reading room

A

Electronic freedom information act

58
Q

Makes it a crime to circumvent anti-piracy measures built into most commercial software. Outlaws the manufacture, sale, or distribution of code-cracking devices used to illegally copy software

A

Digital millennium copyright act

59
Q

First federal effort to provide uniform rules to govern e-commerce in each state.

A

Uniform electronic transaction act

60
Q

Electronic computerized signatures are just as legal as hand-written signatures

A

Electronic global signatures

61
Q

Creates national standards to protect your medical records and personal health information

A

HIPPA - health insurance portability and accountability acet, privacy rule

62
Q

Facilitates cooperation and information sharing among government agencies. Dramatically reduces restrictions on law enforcement ability to search telephone, email communication, medical, finance, and other records

A

Patriot act

63
Q

Passed in response to major corporate and accounting scandals. Enhances standards for all u.s. public corporate boards, public accounting firms, applies only to publicly traded firms, not private companies

A

Sarbanes-Oxley act

64
Q

Creates new negotiable instrument called a substitute check, the legal equivalent of the original check that includes all the original check

A

Check 21

65
Q

Special paper copies of the front and back of the original check

A

Substitute checks

66
Q

Independent federal agency that preserves the nations history and oversees the management of all federal records

A

National archives and records managers

67
Q

Nationwide association of local and state and federal records agencies interested in the improved administration of government records at ALL levels

A

National association of government archives and records administrators

68
Q

Provides leadership to ensure the identification, preservation, and use of the nations historical records.

A

Society of American archives

69
Q

Global non-profit organization that provides research, education and certification programs to information professionals.

A

Association for information and image management

70
Q

For professionals engaged in health information

A

American health information management association

71
Q

Mission is to enhance global business and competitiveness through standardization

A

American national standards institute

72
Q

To provide leadership for libraries information services to enhance learning and ensure access to information for all

A

American library association

Information Management 214 (1 decks)

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