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OIC'S Information Management (IM) Training Module

Quiz

Managing Email Effectively: Quiz

For each question, chose the correct answer

1. Email messages can be official records.
True
False
Correct
Incorrect - Just as paper and electronic documents can be official records so can email messages and their attachments. Official records provide evidence of a department’s business activities. ALL Official records MUST be saved.
2. Boardroom bookings messages are official records and must be saved.
True
False
Incorrect - Boardroom booking messages would be considered transitory records as they are required for only a limited period of time in order to complete a routine action or subsequent action.
Correct
3. As a Government of Canada employee you should be saving all email messages.
True
False
Incorrect. Save only emails that are official records. Delete transitory records unless they are needed for an ATIP request.
Correct answer. Save only emails that are official records. Delete transitory records unless they are needed for an ATIP request.
4. If an employee is in doubt when to save an email record – they should save it.
True
False
Correct
Incorrect - Employees should save any record if they are in doubt of its status. However, they are expected to be able to distinguish between emails that are official records and emails that are transitory records and regularly delete all transitory emails.
5. If an email fits the category of official record you are always responsible for saving it.
True
False
Incorrect – You must save official email records in the following circumstances: when you are the originator, when you are providing a substantive reply an email official record; and when you receive an email message with official record status from outside the department and you are the first person from your department named in the ‘To’ or ‘cc’ field.
Correct
6. Secret information should not be sent via email.
True
False
Correct
Incorrect - Information with a designation higher than Protected A should not be sent via email, saved on network shared drives.