Examination Practice Questions And

Illinois Records Manager Certification Examination Practice Questions And Correct Answers (Verified Answers) Plus Rationales 2026 Q&A | Instant Download Pdf

• What is the primary purpose of a records retention schedule?
• To protect records from unauthorized access
• To outline the lifecycle and required length of time for keeping records
• To provide storage instructions
• To list all inactive records
• To outline the lifecycle and required length of time for keeping records

A retention schedule defines how long each record series must be maintained and what should happen at the end of its lifecycle.

• Which term describes the complete history of a record from creation to

final disposition? 1 / 4

• Chain of custody
• Metadata trail
• Records lifecycle
• Information continuum
• Records lifecycle

This term refers to the series of stages a record passes through from creation to disposition.

• In Illinois, which law governs access to public records?

A. FOIA

B. FERPA

C. HIPAA

D. GDPR

A. FOIA

Illinois Freedom of Information Act provides public access to government records.

• Which type of record must be kept permanently?
• Transitory emails
• Purchasing logs
• Minutes of governing board meetings
• Employee time sheets
• Minutes of governing board meetings

Meeting minutes often have permanent administrative and legal value. 2 / 4

• What is the primary risk of retaining records longer than necessary?
• Increased retrieval costs
• Loss of storage space only
• Legal exposure
• Reduced operational efficiency
• Legal exposure

Unnecessary retention increases liability in audits, litigation, and discovery processes.

• What is the first step in developing a records management program?
• Sorting inactive records
• Conducting a records inventory
• Purchasing storage equipment
• Writing policy statements
• Conducting a records inventory

You need to know what records exist before designing policies and schedules.

7. Metadata is best defined as:

• Records stored off-site
• Information describing the characteristics of a record
• Classified information
• Duplicated data
• Information describing the characteristics of a record 3 / 4

Metadata provides context, structure, and administrative details about a record.

• Which storage method best protects archival permanent paper records?
• Metal filing cabinets in any room
• Basement storage
• Climate-controlled archival storage
• Standard box storage
• Climate-controlled archival storage

Permanent records require environmental controls to prevent deterioration.

• Which system ensures that electronic records remain accessible despite

software changes?

• Encryption
• Migration
• Compression
• Duplication
• Migration

Migration updates file formats or systems to preserve long-term accessibility.

• What is the term for eliminating duplicate copies of records?
• Sanitization
• De-identification
• / 4