Records and Information Management Flashcards
7 cards from real COA 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 and Information Management flashcards as text
Which records disposition method is required for records containing sensitive personal information to ensure confidentiality?
Answer: Certified shredding or secure destruction
Sensitive records must be destroyed through certified shredding or other secure methods that prevent reconstruction and unauthorized data access.
An 'accession log' is used primarily in which type of filing system?
Answer: Consecutive numeric
In consecutive numeric filing, an accession log records the numbers assigned to each new record or client in sequential order.
What is the key difference between a 'record' and a 'non-record' (transitory document)?
Answer: Records document business decisions or transactions; non-records have no ongoing value
Records have continuing value as evidence of business activities or decisions, while non-records (like draft copies or routing slips) have only transitory value.
In geographic filing, records within the same geographic division are typically arranged in what secondary order?
Answer: Alphabetically by correspondent name
Within each geographic location folder, records are typically arranged alphabetically by the name of the individual or company.
Which law primarily governs the privacy of health information and affects healthcare office records management in the US?
Answer: HIPAA
HIPAA (Health Insurance Portability and Accountability Act) sets national standards for protecting the privacy and security of patient health information.
What is 'deduplication' in digital records management?
Answer: Identifying and eliminating redundant copies of the same digital file
Deduplication is the process of identifying and removing redundant copies of digital data to reduce storage costs and improve system efficiency.
A records center differs from an archives in that a records center primarily stores:
Answer: Semi-active records still within their retention period
A records center stores semi-active records that are not needed daily but must be retained until their scheduled disposition date.