Records Management and Information Systems
Domain 7 tests the records lifecycle and information-system hygiene: what is an official record, how long to keep it, who can access it, and when to destroy it.
Lifecycle and systems
- Capture records in approved systems, not personal drives.
- Name files consistently with date, office, and subject.
- Apply the retention schedule; do not keep records "just in case."
- Protect PII and classified information; share on need-to-know.
- Place a litigation hold before deleting anything relevant.
Access and backup
Use role-based access, review permissions when duties change, and confirm backups before system migration. Metadata and version history can be records too.
Worked example: An employee retires and leaves project email in a personal folder. Reasoning: email can be an official record. Identify official correspondence, transfer it to the recordkeeping system, apply the retention schedule, and do not delete until review. Personal-drive copies are not authoritative and may be lost.
Traps that cost marks
- Deleting records under a litigation hold.
- Keeping everything indefinitely to avoid judgment calls.
- Mislabeling official records as transitory.
- Storing official records on personal devices.
- Granting broad access after a personnel change.