Records Management & Compliance Flashcards
7 cards from real CDT practice questions. Tap to flip, then mark Knew It or Still Learning — missed cards come back until you master them.
Read the first 7 Records Management & Compliance flashcards as text
Which type of metadata is automatically captured by most electronic document management systems?
Answer: System metadata such as creation date, author, and file size
System or technical metadata—including creation date, author, file size, and modification history—is typically captured automatically by the EDMS without user input.
Under HIPAA, what is the required retention period for medical records for adults?
Answer: 6 years from date of creation or last effective date
HIPAA requires covered entities to retain documentation of their HIPAA policies and procedures for 6 years from the date of creation or last effective date.
What is the role of a 'records liaison' or 'records coordinator' in a decentralized records program?
Answer: To serve as the primary records management contact in their department and enforce the program locally
Records liaisons or coordinators act as the records management representative within their department, implementing program policies, training staff, and ensuring compliance.
Which concept ensures that electronic records remain readable and accessible as technology changes over time?
Answer: Digital preservation and format migration
Digital preservation through format migration and emulation ensures that records remain accessible and authentic even as the original software or hardware becomes obsolete.
A retention schedule lists personnel files as 'retain 7 years after separation.' An employee separated in 2015. When may records be destroyed?
Answer: After December 31, 2022
Seven years after a 2015 separation means the record becomes eligible for destruction after 2022 ends, i.e., after December 31, 2022.
What is the key difference between a records management policy and a records retention schedule?
Answer: A policy establishes rules and principles, while a schedule specifies retention periods for record series
A records management policy sets overarching principles and rules for the program, while the retention schedule is the operational tool that assigns specific retention periods to each record series.
Which practice best supports chain of custody for records transferred to off-site storage?
Answer: Completing a transfer form documenting box contents, transfer date, and custodians
A formal transfer form that documents what records are in each box, when they were transferred, and who was responsible maintains an unbroken chain of custody.