4 Maintaining Accurate and Secure Records Free Online FlashCards

What stages make up the record life cycle?

Record management covers creation, organization, use, storage, retention, and authorized disposition.

How should records be organized for reliable retrieval?

Use the approved filing structure and consistent naming rules so records are easier to retrieve and less likely to be misfiled.

Where should records not be stored?

Do not create unofficial copies or store records in personal accounts, unapproved devices, or informal folders.

How should documentation distinguish different kinds of information?

Separate what was directly observed from what someone reported or what you inferred.

How should an inaccurate record entry be corrected?

Follow the organization’s correction process so both the original information and the change remain traceable; never erase, obscure, backdate, or silently overwrite an entry.

What do confidentiality, integrity, and availability mean for records?

Confidentiality keeps records private, integrity prevents unauthorized changes or loss, and availability lets authorized staff access records when needed.

Name key safeguards for electronic records.

Use approved protections such as individual accounts, strong authentication, role-based access, and security features; lock screens when stepping away.

What limits should govern access to records?

Access records only for an authorized work purpose and only to the extent needed for that purpose.

What should you do after discovering a possible records incident?

Report a suspected loss, misdirection, exposure, or improper access promptly through the organization’s incident-reporting process.

Does HIPAA automatically apply to every organization?

HIPAA applies to covered entities and business associates; it does not automatically apply to every organization.

What determines how long a record must be kept?

Follow the period required by applicable law, regulation, contract, and the organizational retention schedule; there is no single period for every record and setting.

When must routine record destruction be paused?

Pause routine destruction when a legal hold, investigation, audit, or other preservation instruction applies.