Test your Record Management Awareness

1.

1 point

Which of the following statements is most accurate?

All records should be destroyed when they become inactive

Some records have archival value and should be kept permanently

All records should be kept permanently

2.

1 point

An inactive record is:

A record that is used on a regular basis

A record that has just been created

A record that is no longer used for ongoing business purposes

3.

1 point

An active record is:

A record that has not been consulted lately

A record that has just been created

A record that is used on a regular basis

4.

1 point

Select the most accurate statement

The Data Practices Act presumes government records are not accessible to the public

The Data Practices Act protects personal information

The Data Practices Act only covers electronic data

5.

1 point

The best way to locate electronic files is to:

Ensure file names are consistent with your paper files as far as possible

Ensure file names are simple and clear

Store them on shared drives whenever possible

All of the above

6.

1 point

You would like to get rid of some public records. You should:

Consult the retention schedule and complete the destruction form

Toss it quickly so that no one will notice

Throw it in storage and forget about it

None of the above

7.

1 point

Which of the following email messages can you delete immediately after reading it?

An email that includes a report from a consultant working with you on a project

An email from your manager asking you to arrange an staff birthday luncheon

An email from your director regarding a legal matter that involves the City

8.

1 point

How long do you need to keep ELECTRONIC records?

Until the business matter is completed

Permanently and in electronic format

As long as stated by the Retention Schedule

At least two years

9.

1 point

Retention periods apply to:

Format only

Information regardless of format

Official copy of the information

Both 2 and 3

10.

1 point

Before destroying public records in Minnesota, it is legally vital to:

Have an adopted Records Retention Schedule and report on Record Destruction form

Inform the public through placing an ad in the official newspaper

Notify former employees who may have created the records

None of the above

11.

1 point

If a record is not listed on the records retention schedule then, it is acceptable to destroy it.

True

False

12.

1 point

The best legal defense is to keep all records forever.

True

False

13.

1 point

An employee's application, correspondence with a state agency, and commission minutes are all examples of records.

True

False

14.

1 point

Electronic records have a different retention cycle than their paper counterparts.

True

False

15.

1 point

Records can be web content, blogs, video files, mp3 files, CDs,and DVDs.

True

False

16.

1 point

All e-mail messages should either be saved indefinitely or deleted after a few months.

True

False

17.

1 point

Record Retention periods in the Record Retention Schedule are minimums.

True

False

18.

1 point

When emergencies strike, records are critically important.

True

False

19.

1 point

Data Practices Act requires all records be well organized and easily accessible.

True

False

20.

1 point

A record that would require massive resources to reconstruct is an essential record.

True

False