Documentation & Record Management Flashcards
7 cards from real CSP practice questions. Tap to flip, then mark Knew It or Still Learning — missed cards come back until you master them.
Read the first 7 Documentation & Record Management flashcards as text
A client company requests that a staffing firm share a placed worker's W-4 withholding information. The staffing firm should:
Answer: Decline unless required by law, as W-4 data is confidential tax information
W-4 forms contain sensitive tax withholding data and should not be disclosed to third parties including client companies without legal authority.
Under the Sarbanes-Oxley Act, publicly traded staffing firms must retain audit-related employment records for:
Answer: 7 years
SOX requires publicly traded companies to retain records relevant to audits and reviews for 7 years.
When a staffing worker is injured on the client's site and files a workers' compensation claim, which document becomes the primary record the staffing firm must maintain?
Answer: OSHA 301 First Report of Injury
OSHA Form 301 (or equivalent First Report of Injury) is the incident report that must be completed and retained whenever a recordable work-related injury or illness occurs.
A staffing firm's document destruction policy should require shredding or equivalent secure destruction for all of the following EXCEPT:
Answer: Documents subject to an active legal hold
Documents subject to an active legal hold must not be destroyed regardless of the normal retention schedule; all other categories listed should be securely destroyed when appropriate.
An applicant claims that a staffing firm's background check contained errors that led to an adverse employment decision. Under FCRA, the firm must provide the applicant with:
Answer: A pre-adverse action notice with a copy of the report and Summary of Rights, then a final adverse action notice
FCRA's two-step adverse action process requires a pre-adverse notice (with report and Summary of Rights) giving the applicant time to dispute, followed by a final adverse action notice.
A staffing agency that uses an Applicant Tracking System (ATS) must ensure the system retains application data for at least how long to comply with EEOC recordkeeping requirements?
Answer: 1 year from the date of the personnel action or application
EEOC regulations require that any personnel or employment record be retained for at least 1 year from the date the record was made or the personnel action was taken, whichever is later.
Which of the following best describes a 'record retention schedule' in a staffing firm context?
Answer: A policy document specifying how long each category of record must be kept and how it must be destroyed
A record retention schedule is a formal policy that categorizes records, specifies minimum and maximum retention periods, and prescribes approved destruction methods.