Question

Destruction of unwanted records is done after completing the record period to :

• A. Dispose digital records
• B. Protect electronic documents
• C. Make space for future documents
• D. Classify, manage and retain digital records

Hint:

Think about why an office cannot keep every old record. The answer is about storage space.

Answer 1

The Correct Option is C

Step 1: Understanding the Concept:
Every record has a life. It is used while it is active, then kept for a fixed retention period. After that period the record is no longer needed.

Step 2: Reason for Destroying Records:
Offices cannot keep every paper or file for ever. Old records fill cabinets and shelves and also fill digital storage.
Once the retention period is over and no legal need remains, the record is destroyed.
This frees space and keeps the system easy to manage.

Step 3: Check option (A).
Disposing of digital records is only one way of destroying records. It is a method, not the main purpose. So (A) is not the best answer.

Step 4: Check option (B).
Protecting electronic documents is done by backup and security, not by destroying them. So (B) is wrong.

Step 5: Check option (C).
Making space for future documents is the real purpose of destroying unwanted records. So (C) is correct.

Step 6: Check option (D).
Classifying, managing and retaining records is the opposite of destroying them. So (D) is wrong.

Final Answer:
Unwanted records are destroyed to make space for future documents. This is option (C).