GENERAL
Who is responsible for managing CMA information?
Everyone!
What is an example of an 'Active' physical record?
a) Open loan docs
b) Tax information from current year
c) Accounting entries
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 kept as a 'Record' will be kept 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) Data from closed accounts
c) Tax information from prior year
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 documents, signed Legal documents, and client correspondence 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 where information is forces discovery costs up. The accumulation of redundant, obsolete, and trivial information (ROT) drives up review time, and costs. Failure may result in penalties, fines, and court ordered sanctions which could damage CMA 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!
How long is the Universal Retention Policy (URP) in SharePoint Online (SPO)?
5 Yrs.
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 to be able to 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 ILM home site for reference documents and 'How To' guides.