GENERAL
Who is responsible for managing CMA information?
Everyone!
What is an example of an 'Active' record?
a) Loan documents (until paid off)
b) Contract documents (while it's in effect)
c) Project documents (prior to closure)
d) 'Other' acceptable response
An instant message is considered a corporate 'Record'. True or False?
False!
The Secure Destruction program is managed by what department?
Information Lifecycle Management (ILM)
Emails identified as a 'Record' will be retained in Outlook for how long?
7 Years
What does ILM stand for?
Information Lifecycle Management
What is an example of an 'Inactive' record?
a) Paid off loans
b) Contract documents (after its expired)
c) Project documents (after closure)
d) 'Other' acceptable response
If an email is considered a 'Record' - It must have what applied?
Assign Policy
How do you dispose of portable media? (CD's, disks, USB flash drives, memory sticks)
Into Secure Destruction bins designated for 'Media ONLY'
What is a Retention period?
A retention period refers to how long we must keep a record before destroying it.
What are the two 'types' of 'Records'?
Physical and Electronic - OR Inactive and Active
Printed reports, backup tapes, and signature cards are considered what type of 'Records'?
Physical
What are the three required properties of all documents stored in SharePoint Online (SPO)?
CIPP, Cost center number, Document owner
How often are cardboard deskside containers emptied?
At the end of each day.
What are the risks without proper information management?
Not knowing what information is where, and the accumulation of Redundant, Obsolete, or Trivial information (ROT), causes lost productivity and drives discovery costs up. In some cases, costly penalties, fines, and court ordered sanctions may be imposed. Exposure of improper information management would also damage Comerica's reputation.
What is a 'Record'? - Define it.
a) Used in the transaction of business
b) Required to be kept based on the Enterprise Retention Schedule
c) Required to be retained by Legal or Regulatory authorities
Inactive physical records must be sent offsite. True or False?
True!
What retention is set by the Universal Retention policy (URP) in SharePoint Online (SPO)?
5 years from the last date modified.
Hardware (laptops, hard drives) can be disposed of when no longer in use, as long as they are put into Secured Destruction bins. True or False?
False! - A request needs to be submitted to ServiceNow (via the Technology Process portal) to have them removed from your location.
Not identifying corporate records could potentially create risk, if a record is deleted before its retention period has ended. Who is at risk?
YOU, and Comerica.
It is necessary for CMA to properly manage information in order to do what?
a) Mitigate risk of breaches
b) Reduce cost of information discovery
c) Comply with regulatory requirements
d) Decrease amount of outdated files
e) Operate more efficiently by organizing access to key business files
What must be on all cartons being shipped to offsite storage?
Blue RFID labels.
All CMA email is considered a corporate 'Record'. True or False?
False. - It will only be recognized as a 'Record' if you Assign Policy to it.
The Secure Destruction program is designed to what?
a) Protect CMA from theft or loss of customer info
b) Meet all of our Legal, regulatory & sustainable obligations
How can you get more information about SharePoint Online (SPO) and One Drive for Business (OD4B)?
Visit the O365 Information and Training page, ILM How to Guides page, or join a Live Wednesday Information Session.