Which of the following statements is true about court records management?

• A. Electronic document system can scan and digitize documents.
• B. When considering the selection of filing cabinets, the courts only concern should be cost.
• C. To help maintain records properly, every clerk should be a file clerk.
• D. Record schedules should be reviewed once every six months.

Answer: (A)

In court records management, moving from paper to digital formats is a fundamental practice. An electronic document system is designed to scan paper records and convert them into digital files that can be stored, indexed, and searched. This makes retrieval faster, reduces the need for physical storage, and helps preserve records over time, while also enabling better security and audit trails. That’s why the statement about scanning and digitizing documents is true.

The other points don’t fit best practices: choosing filing cabinets should involve more than just cost—durability, security, accessibility, space efficiency, and compliance with retention policies matter too. Expecting every clerk to be a file clerk ignores the need for specialized roles, proper workflow, and segregation of duties to ensure accuracy and efficiency. And record schedules aren’t universally required to be reviewed every six months; reviews should align with organizational policy and regulatory changes, program needs, and volume, occurring at intervals that are appropriate for the agency.