Records Management Flashcards
6 cards from real OMST practice questions. Tap to flip, then mark Knew It or Still Learning — missed cards come back until you master them.
Read the first 6 Records Management flashcards as text
Which filing arrangement groups records by topic or category rather than by name or number?
Answer: Subject filing
Subject filing organizes records by topic, making it ideal when documents are retrieved based on their content rather than a person's name.
What is a key advantage of color-coded filing labels?
Answer: They speed retrieval and make misfiled documents visible
Color-coded labels allow staff to spot misfiled folders instantly because a wrong color stands out among correctly filed records.
Which of the following best describes 'active records'?
Answer: Records frequently used in current business operations
Active records are those referenced regularly and kept in primary, easily accessible storage locations.
A 'guide' in a manual filing system is used to:
Answer: Divide and label sections within a file drawer
Guides are rigid dividers that separate file sections and display labels, helping users navigate large filing systems quickly.
When two individuals have the same last name and first name, which element is typically used as the third indexing unit?
Answer: Their middle name or initial
Standard ARMA indexing rules use the middle name or initial as the tiebreaker when last and first names are identical.
Which federal law governs the privacy and security of patient health records in US healthcare settings?
Answer: HIPAA
HIPAA (Health Insurance Portability and Accountability Act) sets national standards for protecting patients' medical records and health information.
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