Documentation & Record Management Flashcards
6 cards from real CHA practice questions. Tap to flip, then mark Knew It or Still Learning — missed cards come back until you master them.
Read the first 6 Documentation & Record Management flashcards as text
A hotel discovers that a data breach may have exposed guest credit card information. The FIRST step should be to:
Answer: Contain the breach, assess its scope, and notify legal counsel and affected parties per PCI-DSS and applicable law
PCI-DSS and breach notification laws require prompt containment, investigation, and timely notification of affected parties and regulatory bodies.
When implementing an electronic document management system in a hotel, which feature is MOST important for legal compliance?
Answer: Audit trail functionality that records who accessed or modified each document and when
An audit trail creates an immutable record of document access and changes, essential for legal compliance, dispute resolution, and security.
A hotel's front office collects registration cards containing guest personal information. These cards should be:
Answer: Retained for a defined period per policy, then securely destroyed
Privacy regulations require that personal data be kept only as long as necessary and then securely destroyed to prevent unauthorized access.
In hotel operations, a manager's log or log book serves as:
Answer: A chronological operational record documenting incidents, shift handovers, and notable events
The manager's log provides continuity between shifts, documents incidents for follow-up, and creates an operational audit trail.
Which of the following describes chain of custody as applied to hotel incident documentation?
Answer: The documented sequence of individuals who handled evidence or records related to an incident
Chain of custody establishes the integrity of evidence or records, ensuring they have not been tampered with and are admissible in legal proceedings.
What is the main purpose of reconciling purchase orders against invoices and receiving reports in a hotel?
Answer: To verify that goods ordered were actually received and billed correctly before authorizing payment
Three-way matching of PO, receiving report, and invoice is an internal control that prevents overpayment, fraud, and billing errors.