CPR Records Management & Confidentiality 2

Question 1

What is the purpose of a chain of custody log when handling sensitive documents?

Accepted Answer

To document every person who has handled or accessed a specific record

Answer

To record postage costs for mailing important documents

Answer

To track how many copies of a document have been made

Answer

To schedule when documents should be moved to off-site storage

Question 2

Which filing system is considered most appropriate for storing confidential personnel records?

Accepted Answer

Locked cabinets in a restricted area with access limited to authorized personnel

Answer

Open-shelf filing visible to all office staff

Answer

Color-coded lateral filing accessible to the general office area

Answer

Digital files stored on a shared public network drive

Question 3

What is the key difference between active records and inactive records?

Accepted Answer

Active records are referenced regularly for current business; inactive records are rarely accessed but must still be retained

Answer

Active records are stored digitally; inactive records are stored on paper

Answer

Active records belong to current employees; inactive records belong to former employees

Answer

Active records have been approved; inactive records are pending review

Question 4

When disposing of confidential paper records that have reached the end of their retention period, the recommended method is:

Accepted Answer

Shredding or using a certified secure destruction service

Answer

Placing them in a locked dumpster outside the building

Answer

Recycling them through the standard office recycling bin

Answer

Returning them to the original sender for disposal

Question 5

What is an audit trail in the context of electronic records management?

Accepted Answer

A log that automatically records who accessed, created, modified, or deleted electronic records

Answer

A scheduled review of filing cabinet organization

Answer

A report showing how much digital storage space records are using

Answer

A checklist used to verify that records are in the correct folder

Question 6

A caller asks a receptionist to confirm whether a specific person is employed at the company. According to confidentiality best practices, the receptionist should:

Accepted Answer

Follow the company's established policy, which typically requires employee consent before confirming employment

Answer

Confirm or deny employment status freely since it is general information

Answer

Transfer the call immediately to HR without saying anything

Answer

Ask the caller to submit the request in writing via certified mail

Question 7

What does the term 'disposition' mean in records management?

Accepted Answer

The final action taken on a record at the end of its retention period, such as destruction or transfer to archives

Answer

The process of organizing records by category

Answer

The method used to retrieve records from storage

Answer

A legal hold placed on records during litigation