Documentation & Record Keeping Flashcards

What is the main purpose of an audit trail in a records system?

Answer: To log who accessed or changed a record and when

Audit trails provide accountability by recording access and modifications.

Which statement about the Freedom of Information Act (FOIA) is correct?

Answer: It lets the public request access to federal agency records, subject to exemptions

FOIA gives the public a right to request agency records, except those covered by nine statutory exemptions.

Which is a recommended practice when handling documents containing personally identifiable information (PII)?

Answer: Store them in a secured location and limit access to those with a need to know

PII must be safeguarded and shared only with authorized persons who need it for official duties.

A supervisor asks you to document a verbal counseling session. What should the record include?

Answer: Date, participants, topics discussed, and agreed actions

Objective, factual records with date, attendees, and outcomes support later review.

What does 'chain of custody' document?

Answer: The chronological transfer and handling of an item or record

Chain of custody tracks each person who handled evidence or records to preserve integrity.

Which filing method arranges records by date of creation or receipt?

Answer: Chronological

Chronological filing orders records by date.

When should a draft record be retained as an official record?

Answer: When it contains unique information or shows approval or decision-making not captured in the final version

Drafts with unique content or evidence of decision-making may qualify as federal records.