CPR Records Management & Confidentiality 3

Question 1

What is the best practice for labeling files that contain confidential or sensitive information?

Accepted Answer

Mark them clearly with a 'Confidential' designation and restrict access accordingly

Answer

Use bright colors so the files are easy to find

Answer

Label them with a numeric code known only to senior management

Answer

Store them without labels so outsiders cannot identify their contents

Question 2

What is a records inventory and why is it important?

Accepted Answer

A comprehensive catalog of all records an organization holds, including their type, location, and retention requirements

Answer

A count of how many filing cabinets are in the office

Answer

A list of employees who have access to filing rooms

Answer

A financial report on the cost of records storage and maintenance

Question 3

What is vital records protection, and which of the following is an example of a vital record?

Accepted Answer

The safeguarding of records essential to resuming operations after a disaster; example: incorporation documents or contracts

Answer

The protection of frequently accessed files; example: daily telephone logs

Answer

The encryption of all digital records; example: routine email correspondence

Answer

The backup of records used in daily operations; example: staff meeting minutes

Question 4

Which professional association is most closely associated with setting standards and certifications for records and information management (RIM) professionals?

Accepted Answer

Association of Records Managers and Administrators (ARMA International)

Answer

American Management Association (AMA)

Answer

Project Management Institute (PMI)

Answer

Society for Human Resource Management (SHRM)

Question 5

A receptionist discovers that a coworker has been accessing confidential client files unrelated to their job duties. The most appropriate course of action is to:

Accepted Answer

Report the observation to a supervisor or through the company's established reporting process

Answer

Confront the coworker directly and ask them to stop

Answer

Ignore it since it is not the receptionist's responsibility

Answer

Lock the filing cabinet and keep the key to prevent further access

Question 6

What does a records management policy primarily accomplish for an organization?

Accepted Answer

It establishes the rules and procedures governing how records are created, maintained, accessed, and disposed of

Answer

It sets the budget for purchasing filing supplies and equipment

Answer

It defines the IT department's responsibility for server maintenance

Answer

It determines how many records each department is allowed to create per year

Question 7

When a legal hold (litigation hold) is placed on certain records, the receptionist and staff must:

Accepted Answer

Suspend any scheduled destruction of those records and preserve them in their current state

Answer

Dispose of the records immediately to avoid legal complications

Answer

Scan all affected records and store them on a shared drive

Answer

Redact sensitive information from those records before storing them