CPR Records Management & Confidentiality

Question 1

What is the primary purpose of a records retention schedule in a professional office?

Accepted Answer

To determine how long different types of records must be kept before disposal

Answer

To track which employees have accessed specific files

Answer

To organize records alphabetically by department

Answer

To calculate storage costs for filing cabinets

Question 2

Which federal law primarily governs the confidentiality of patient medical records and health information?

Accepted Answer

HIPAA

Answer

FERPA

Answer

FMLA

Answer

OSHA

Question 3

When a receptionist receives a written request for confidential client files from someone claiming to be an auditor, what is the correct first step?

Accepted Answer

Verify the person's identity and authorization with a supervisor before releasing any files

Answer

Provide the files immediately since auditors have legal authority

Answer

Direct the person to the break room while retrieving the files

Answer

Photocopy all files and keep copies for the office record

Question 4

The 'need-to-know' principle in records management means that access to confidential information should be:

Accepted Answer

Restricted to individuals whose job duties require that specific information

Answer

Available to any employee who requests it for business reasons

Answer

Shared with all senior staff to ensure organizational transparency

Answer

Limited to only the records manager and department heads

Question 5

Which type of paper shredder provides the highest level of security for destroying confidential documents?

Accepted Answer

Micro-cut shredder

Answer

Strip-cut shredder

Answer

Straight-cut shredder

Answer

Cross-cut shredder

Question 6

According to standard business records management practices, general business correspondence is typically retained for:

Accepted Answer

7 years

Answer

1 year

Answer

3 years

Answer

Permanently

Question 7

A visitor requests access to the employee personnel directory kept at the front desk. What should the receptionist do?

Accepted Answer

Refuse access and explain that personnel information is confidential

Answer

Provide the directory since it is kept at the front desk for convenience

Answer

Ask the visitor to fill out a form and come back later

Answer

Call the employee being looked up to get their permission first