Archived Content

Information identified as archived is provided for reference, research or recordkeeping purposes. It is not subject to the Government of Canada Web Standards and has not been altered or updated since it was archived. Please contact us to request a format other than those available.

Other documents of interest


OIC'S Information Management (IM) Training Module

Quiz

Records Management and You!: Quiz

For each question, chose the correct answer

1. It is the responsibility of Records Centre staff to save all official records.
True
False
Incorrect - In order to ensure that the Government of Canada can provide documentary evidence of its activities, all Government of Canada employees must be diligent about saving the official records for which they are responsible.
Correct
2. Official Records are all information that is handled in the conduct of government business.
True
False
Incorrect - Official Records provide evidence of the specific business activities that occur in a department. There is much information handled in the conduct of government business that doesn’t have the status of official record as it is only required for a short period of time to perform a routine task (transitory records).
Correct
3. If a record is determined to be transitory it may be deleted without further consideration.
True
False
Incorrect – Although the above statement is largely true, it is illegal to delete any email or document, once a formal ATIP request is received or even anticipated by the Department, relating to that subject.
Correct
4. Wouldn’t it make sense to save everything to make sure that I don’t accidentally destroy an official record.
True
False
Incorrect - In order to ensure that the Government of Canada can support its information systems and produce relevant information with ease and accuracy, all Government of Canada employees must be diligent about deleting transitory records and personal information. However, if you are ever in doubt of a record’s status then keep it.
Correct
5. Official Records can exist in media other than paper.
True
False
Correct
Incorrect– Records can exist in all media including paper, electronic, microfiche, vinyl, magnetic tape, cloth and more.
6. Personal comments and personal correspondence are not subject to an ATIP request.
True
False
Incorrect – All materials, regardless of medium and the inclusion of personal commentary is subject to ATIP requests. Furthermore, it is illegal to remove personal comments from records being requested as part of an ATIP investigation.
Correct
7. I don’t have to send all paper records to the Records Centre.
True
False
Correct
Incorrect – As long as records are being organized and maintained they can be saved where they were created and where they are required. When paper records are no longer being used they can be transferred to the Records Centre.
8. I can store official paper records containing signatures in my own location as long as they are being properly organized and maintained.
True
False
Incorrect – Originals of financial and legal agreements, and typically all other documents that require a signature, must be filed with the department’s Records Centre.
Correct
9. Electronic records should ideally be saved to a central repository.
True
False
Correct
Incorrect – Electronic records should ideally be saved to a central repository such as an electronic document and records management system (EDRMS, RDIMS). If you do not have a central repository, shared network drives are an advisable location for the saving, and sharing, of records.