Records Management Quiz

1.

1. Who is the MITA Records Management Officer?
- A.
  
  Tony Blair
- B.
  
  Jennifer Aniston
- C.
  
  Robert R. Gatt - SPPC
- D.
  
  Robert Gatt - SMD
Correct Answer
C. Robert R. Gatt - SPPC

Explanation
Robert R. Gatt is the MITA Records Management Officer. He started his tenure at MITA in the current year, and is responsible for managing records sysytems and their operations within MITA.

Robert Gatt is Systems & Database Manager of the Systems Management Department within MITA.

Tony Blair was British longest serving Prime Minister from May 1997 to June 2007. Subsequent to his resignation from British Prime Minister, he was appointed to the Official Envoy of the Middle East on behalf of the United Nations. Till now he was never appointed as MITA's Records Management Officer!

Jennifer Aniston is an American actress, film director and producer. She gained worldwide recognition in the 1990s for taking part as Rachel Green in the sitcom Friends. She is divorced to Brad Pitt. She was never MITA's records officer, yet it is to be assumed that not too much opposition would be made to appoint her as one....except from the current MITA Records Officer of course!

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2.

2. What was the name of the video clip on records management best practices recently posted on the MITA intranet?
- A.
  
  Tick Tock
- B.
  
  MITA's Next Top Model
- C.
  
  Tom and Jerry
- D.
  
  Records Management in Action
Correct Answer
A. Tick Tock

Explanation
Tick Tock is the name of a video clip recently posted on the MITA intranet. The clip delves into the story of a public worker who had to reorganise the records kept in his office, so as to be able to meet requests for information made by the public. The video clip is viewable on the MITA intranet through accessing the following link:
https://www.mita.gov.mt/news.aspx?nid=115&catid=11

Tom & Jerry is an American animated cartoon production created by William Hanna and Joseph Barbera for the Metro-Goldwyn-Mayer (MGM). The series centres on a never-ending rivalry between a cat (Tom) and a mouse (Jerry). Till now, neither Tom nor Jerry have ever claimed a professional background in Records Management!

MITA's Next Top Model - To this date, MITA's Next Top Model contest has never been launched as one of MITA's social activities - but, one never knows what will happen in the future!

"Records Management in Action" is - or rather was - a figment of the imagination existing only in the labyrinths of reflexive thought running through the mind of the MITA Records Officer at the time of its creation!

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3.

3. What is the name of the online system used to register hard-copy records and files compiled by MITA employees?
- A.
  
  Hard-Copy Records System (HCRS)
- B.
  
  Offsite Relocation of Semi-Active Records (ORSAR)
- C.
  
  Registration of Physical Records System (RPRS)
- D.
  
  Physical Records Registration System (PRRS)
Correct Answer
D. Physical Records Registration System (PRRS)

Explanation
The Physical Records Registration System (PRRS) is an online system accessible from the MITA intranet, on which system any MITA employee can register physical/hard-copy records. The PRRS is currently undergoing a number of technical improvements so as to render the application more user friendly.

The Offsite Relocation of Semi-Active Records (ORSAR) is a procedure explaining the transfer process of records from the Agency's premises to an offsite location.

Hard-Copy Records System (HCRS) and Registration of Physical Records System (RPRS) are non-existent and do not apply to MITA's records management practices.

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4.

4. In records management what definition best describes a record?(Hint: Refer to the Filing of Physical and Electronic Records Procedure, downloadable from the IMS portal on the MITA intranet, through the following link): https://secure2.gov.mt/ims/files/information-management/procedures/records/IMS-PRO-FilingOfPhysicalAndElectronicRecords-v4.0.pdf
- A.
  
  A record is recorded information maintained as evidence in pursuance of legal obligations or in the transaction of business.
- B.
  
  Any document is a record
- C.
  
  A document containing information directly related to an organisation
- D.
  
  Records established in the Guineess Book of Records
Correct Answer
A. A record is recorded information maintained as evidence in pursuance of legal obligations or in the transaction of business.

Explanation
Not every document is a record. While a document is any piece of information (e.g. a brochure), a record is information that reflects a business transaction. A business transaction may include a decision, a policy, an affected payment (e.g invoice), file registry information etc. MITA's definition of a record will be based on the definition of a record as referred to in the National Archives Act of Malta.

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5.

5. Which of the following MITA policies and procedures relate directly to Records Management?
- A.
  
  Document Review Procedure
- B.
  
  Electronic Document File Naming Convention and Metadata Procedure
- C.
  
  MITA Quality Manual (Directive)
- D.
  
  MITA Principle Housekeeping Rules Policy
Correct Answer
B. Electronic Document File Naming Convention and Metadata Procedure

Explanation
The Electronic Document File Naming Convention and Metadata Procedure forms part of a series of initiatives within the Records Management Programme. The procedure explains simple measures on how electronic files should be named. A summary card detailing the naming conventions of electronic files is provided in the procedure itself, accessible from this link on the MITA intranet: https://secure2.gov.mt/ims/files/information-management/procedures/records/IMS-PRO-FileNamingConventionMetadata-v6.0.pdf

The Document Review Procedure is not related to records management policies and procedures in particular, but to all MITA documents in general.

The MITA Quality Manual is a Directive describing requrements and process that MITA needs and uses to attain its business objectives. The Directive is thus not related to MITA records management in particular, but to MITA's strategic objectives and contractual obligations.

The MITA Principle Housekeeping Rules Policy is in no way related to records management! It outlines the responsibilty of every MITA employee to follow rules of conduct in maintaining office equipment in a manner that ensures that safety precautions are taken.

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6.

6. What statement best describes an active record? (Hint: Refer to the Offsite Relocatiojn of Semi-Active Records Procedure, downloadable from the IMS portal on the MITA intranet, through the following link): https://secure2.gov.mt/ims/files/information-management/procedures/records/IMS-PRO-OffsiteRelocatOfSemiActRec-v2.0.pdf
- A.
  
  A world-record breaker who is still alive
- B.
  
  A record which leads an active physical life
- C.
  
  Any record which is required for current business for the Agency's day-to-day managment
- D.
  
  Any record which has been spared destruction
Correct Answer
C. Any record which is required for current business for the Agency's day-to-day managment

Explanation
Active records are records found within the Agency's premises and are used for continuous reference due to their ongoing business value.

Records which have been spared destruction will have already exceeded the stage during which they were considered as active records.

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7.

7. To which authority external to MITA is the MITA Records Management Officer accountable?
- A.
  
  The Data Protection Commissioner
- B.
  
  The National Archivist
- C.
  
  The Head of the Freedom of Information (FOI) Co-Ordination Unit
- D.
  
  The ISO 27001 Auditor
Correct Answer
B. The National Archivist

Explanation
Article 16 of the National Archives Act (Chapter 477 of the Laws of Malta) specifies that it is the duty of the Records Officer to liaise with the National Archivist of Malta on matters related to the general management of records registration, preservation and archiving systems of the records filed by the public authority in question.

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8.

8. In what way is the Freedom of Information (FOI) Act related to Records Management?
- A.
  
  The MITA FOI Officer and the MITA Records Management Officer are the same person
- B.
  
  The MITA FOI Officer and the MITA Records Officer work in the same office
- C.
  
  Records management best practices have to be in place if an FOI request for information is to be met in a timely and effective manner
- D.
  
  FOI is not related to reocords management
Correct Answer
C. Records management best practices have to be in place if an FOI request for information is to be met in a timely and effective manner

Explanation
An FOI request cannot be met effectively if proper records management practices are not at work.

The MITA Records Management Officer is not the employee entrusted with the role of FOI Officer for MITA. While the latter works within the Legal section, the Records Management Officer works in the SPPC Department within MITA.

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Records Management Quiz

1. Who is the MITA Records Management Officer?

2. What was the name of the video clip on records management best practices recently posted on the MITA intranet?

3. What is the name of the online system used to register hard-copy records and files compiled by MITA employees?

5. Which of the following MITA policies and procedures relate directly to Records Management?

7. To which authority external to MITA is the MITA Records Management Officer accountable?

8. In what way is the Freedom of Information (FOI) Act related to Records Management?