Managing Workplace Information Multiple Choice Quiz

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Medical practices have a responsibility to maintain authentic records and the integrity of their information due to the legal, archival and historical viewpoints and requirements under the:
- Standards and Regulations
- Statutory acts, Policies and Standards
- Regulations and Statutory Acts
- Statutory acts, Regulations and Standards

About This Quiz

This Quiz is to be used as a training tool for employees in workplace information management. It should be used in conjunction with the Business Communication Technologies in a changing world.

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2.

The two general categories that classify workplace management are, knowledge management and information management.
- True
- False
Correct Answer

A. True

Explanation

The statement is true because knowledge management and information management are indeed two general categories that classify workplace management. Knowledge management involves the processes and strategies used to capture, store, and share knowledge within an organization, while information management focuses on the collection, organization, and dissemination of information to support decision-making and improve efficiency in the workplace. Both knowledge management and information management are important aspects of effective workplace management.

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3.

The receipt, tracking and storing of documents, images and multimedia files is managed by what kind of management?
- Communication Management
- Knowledge Management
- Web Content Management
- Document Management
Correct Answer

A. Document Management

Explanation

Document management is the correct answer because it involves the receipt, tracking, and storing of documents, images, and multimedia files. This type of management system helps to organize and categorize files, making them easily accessible and searchable. It also ensures proper version control and security measures for sensitive information.

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4.

A doctor would be able to access and change confidential files relating to patient medical information however would not be able to access vital accounting records relating to the practices financial situation.
- True
- False
Correct Answer

A. True

Explanation

A doctor would have access to and the ability to modify confidential files regarding patient medical information. This is because doctors need this information to provide appropriate medical care and treatment. However, doctors would not typically have access to vital accounting records related to the financial situation of the medical practice. This information is usually handled by accountants or financial professionals who are responsible for managing the practice's finances.

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5.

Being required to provide an explanation or justification of one’s actions in relation to events or transactions is otherwise known as:
- Accountability
- Legal Compliance
- E-discovery
- Paper trail
Correct Answer

A. Accountability

Explanation

Accountability refers to the responsibility of individuals or organizations to provide an explanation or justification for their actions. It involves being answerable for one's decisions and behaviors, particularly in relation to events or transactions. This concept is crucial in ensuring transparency, trust, and ethical conduct in various contexts, such as business, governance, and personal relationships. Accountability promotes integrity and helps establish a system of checks and balances, holding individuals or entities responsible for their actions and the consequences that arise from them.

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1
6.

A medical clinic is growing rapidly in terms of patients and the information that needs to be managed is growing exponentially, why is it important for the clinic to invest so much time and money to manage workplace information and keep it secure?
- Clinics are expected to keep client information secure and easily accessible for future reference.
- If records are not stored, protected, distributed and archived correctly than the business can face penalties for failing to comply with regulations, the penalties can include: fines, legal troubles and negative media coverage.
- It is a social expectation that the clinic keep records client’s information secure and easily accessible.
- If records are not stored, protected, distributed and archived correctly than the business can face penalties for failing to comply with industry standards, the penalties can include: fines, legal troubles and negative media coverage.
Correct Answer

A. If records are not stored, protected, distributed and archived correctly than the business can face penalties for failing to comply with regulations, the penalties can include: fines, legal troubles and negative media coverage.

Explanation

It is important for the clinic to invest time and money in managing workplace information and keeping it secure because failing to do so can result in penalties for non-compliance with regulations. These penalties can include fines, legal troubles, and negative media coverage. Additionally, clinics are expected to keep client information secure and easily accessible for future reference, and not doing so can also lead to negative consequences for the business.

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7.

Public agencies, such as hospitals, are much more accountable for meeting compliance than private companies due to their association with the government.
- True
- False
Correct Answer

A. True

Explanation

Public agencies, such as hospitals, are more accountable for meeting compliance than private companies because they are associated with the government. This association with the government means that public agencies are subject to more regulations, oversight, and scrutiny to ensure they are operating in accordance with legal and ethical standards. Private companies, on the other hand, have more flexibility and autonomy in their operations and may not face the same level of accountability. Therefore, it can be concluded that the statement is true.

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8.

At Colby Medical practice, Annie has been put in charge of tracking paper and electronic ‘Active’ files, however to do this she needs to refresh her memory on the procedures the Clinic uses; where can she find this information:
- Memo
- Bulletin
- OPPM
- Employee Handbook
Correct Answer

A. OPPM

Explanation

Annie can find the information she needs in the OPPM (Office Procedures and Policies Manual). This manual contains all the procedures and policies followed by the clinic, including the tracking of paper and electronic 'Active' files. It is a comprehensive resource that Annie can refer to in order to refresh her memory and carry out her responsibilities effectively.

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9.

If the medical practice was released patient information publicly after said patient’s death they would suffer no legal repercussion
- True
- False
Correct Answer

A. False

Explanation

If a medical practice releases patient information publicly after the patient's death, they may still face legal repercussions. Patient confidentiality is a fundamental principle in healthcare, and it extends even after a patient's death. The release of patient information without proper authorization or a legitimate reason can violate privacy laws and regulations. Therefore, the statement that the medical practice would suffer no legal repercussion is false.

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10.

Which of the following is an example of Tacit information:
- Analyst reports
- Ideas suggested in recorded meetings
- Written comments on a report
- Verbal comments on problems and possible solutions
Correct Answer

A. Verbal comments on problems and possible solutions

Explanation

Verbal comments on problems and possible solutions are an example of tacit information because they are informal and unrecorded exchanges of knowledge that are not easily documented or transferred. Unlike analyst reports, written comments, or recorded meetings, which are more explicit and tangible forms of information, verbal comments are often based on personal experiences, insights, and expertise that are difficult to articulate or capture in written or recorded form. Tacit information relies on direct communication and interpersonal interactions, making it more subjective and context-dependent.

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11.

Records underpin accountability and ad-hoc record keeping skills can increase the risk of the Medical practice being unable to account for decisions relating to patient treatment and spending/charging later on.
- True
- False
Correct Answer

A. True

Explanation

Ad-hoc record keeping refers to the practice of keeping records in an unplanned, inconsistent, or haphazard manner. This can lead to a lack of accountability in the medical practice, as important decisions regarding patient treatment and financial transactions may not be properly documented. Without proper records, it becomes difficult to track and justify the actions taken by the medical practice, which can increase the risk of errors, disputes, and potential legal issues. Therefore, it is true that ad-hoc record keeping skills can increase the risk of the medical practice being unable to account for decisions relating to patient treatment and spending/charging later on.

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12.

Hale and Hearty Medical Centre has recently expanded to 2 different locations, using a manual Information Management System, which of the following is the most efficient way for Information Management systems.
- Converting the manual system to an electronic system
- Continue to use the manual system
- Use elements from the manual and electronic system to cover strengths and weaknesses of both
- Use an electronic system to deal with information storage and transportation and only with those aspects of a Information Management System
Correct Answer

A. Converting the manual system to an electronic system

Explanation

Converting the manual system to an electronic system is the most efficient way for information management systems because it allows for faster and more accurate data entry, retrieval, and storage. An electronic system also enables easier sharing and collaboration of information among different locations. It eliminates the need for physical storage space and reduces the risk of data loss or damage. Additionally, an electronic system can automate certain tasks, such as appointment scheduling and billing, saving time and improving efficiency.

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13.

Patient information is a vital resource to the medical clinic as it saves time for all parties involved; this information can be lost from accidental employee errors out of the following predict which error is the greatest cause of loss.
- Carelessness when inputting data
- Failure to consistently backup information
- Accidental transfer of information to an incorrect person through e-mail
- Computer failures
Correct Answer

A. Failure to consistently backup information

Explanation

Failure to consistently backup information is the greatest cause of loss in terms of patient information. This is because if the data is not regularly backed up, there is a higher risk of losing it in case of any unforeseen events like system crashes, hardware failures, or natural disasters. Regular backups ensure that even if the original data is lost, it can be restored from the backup copies, minimizing the impact on patient care and saving time for all parties involved. The other options, such as carelessness when inputting data, accidental transfer of information, and computer failures, can also cause loss, but consistently backing up information is the most effective preventive measure.

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14.

A detailed disaster plan should consist of three parts, these parts are?
- Prevention, preparation and recovery
- Planning, preparation and salvage
- Avoidance, preparation and retrieval
- Prevention, planning and reclamation
Correct Answer

A. Prevention, preparation and recovery

Explanation

A detailed disaster plan should consist of three parts: prevention, preparation, and recovery. Prevention involves taking measures to minimize the likelihood of a disaster occurring. Preparation involves creating a plan and gathering necessary resources to respond effectively in the event of a disaster. Recovery involves the process of restoring normalcy and rebuilding after a disaster has occurred.

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15.

E-mails are often used in businesses and medical clinics to transfer information. However because the electronic messages relate to business activities they are subject to legislation and legal processes and must be managed accordingly just like any other document. Due to the unrestricted nature of electronic messages, E-mail Management is enforced through:
- Legislation and Legal Processes
- Legislation, Industry Standards, Contracts
- Legislation, Legal Processes, Contracts
- Legislation, industry Standards and Legal Processes
Correct Answer

A. Legislation, Legal Processes, Contracts

Explanation

E-mail Management is enforced through legislation, legal processes, and contracts. This is because e-mails in businesses and medical clinics contain information related to business activities and are subject to legal requirements. Legislation ensures that e-mails are managed in accordance with the law, legal processes provide a framework for handling e-mails in legal matters, and contracts establish obligations and responsibilities for the parties involved in e-mail communication. These measures help ensure that e-mails are properly managed and comply with legal and regulatory requirements.

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16.

Employees are the smallest liability to security; the medical practice will have to plan for.
- True
- False
Correct Answer

A. False

Explanation

This statement is false because employees can actually be a significant liability to security in a medical practice. Employees may have access to sensitive patient information and medical records, making them potential sources of data breaches or unauthorized access. Additionally, employees can also be vulnerable to social engineering attacks or unintentional security breaches. Therefore, it is important for medical practices to have proper security measures and training in place to mitigate these risks.

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17.

Tacit information is covered under accountability requirements and therefore requires regulations concerning the protection of valuable Tacit information
- True
- False
Correct Answer

A. False

Explanation

Tacit information refers to knowledge and expertise that is not easily codified or documented. It is often personal and subjective, residing in individuals' minds. While accountability requirements may cover the protection of certain types of information, tacit information is not typically included in these regulations. This is because tacit information is difficult to regulate and protect due to its intangible nature. Therefore, the statement that tacit information requires regulations concerning its protection is false.

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18.

What is the typical example of document workflow?
- Post  Sort  Open  Scan  Action Officer/s  Capture Metadata  Corporate Memory
- Post  Sort  Open  Scan  Action Officer/s  Information Sharing  Decision-making
- Post  Sort  Open  Scan  Action Officer/s  Information Sharing  Decision-making  Electronic Document Response / Client or Customer Response  Capture Metadata  Corporate Memory
- Post  Sort  Open  Scan  Action Officer/s  Information Sharing  Electronic Document Response / Client or Customer Response  Capture Metadata  Corporate Memory  Decision-making
Correct Answer

A. Post  Sort  Open  Scan  Action Officer/s  Information Sharing  Electronic Document Response / Client or Customer Response  Capture Metadata  Corporate Memory  Decision-making

Explanation

This sequence of steps represents a typical example of document workflow because it includes all the necessary actions for processing a document from start to finish. It starts with posting the document, followed by sorting, opening, and scanning it. Then, the action officer or officers review the document and share the information with relevant parties. After that, there is a step for electronic document response or client/customer response. Metadata is captured to ensure proper categorization and organization of the document in the corporate memory. Finally, the document is used for decision-making purposes.

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19.

A automated system designed to manage semi-structured or unstructured content, including text, images, and video content is known as
- Metadata
- Records management
- EDRMS
- Knowledge management
Correct Answer

A. EDRMS

Explanation

eDRMS stands for electronic Document and Records Management System. It is an automated system that is designed to manage semi-structured or unstructured content, including text, images, and video content. This system allows organizations to store, organize, and retrieve their digital documents and records efficiently. It also helps in ensuring compliance with regulatory requirements and facilitating the management of information throughout its lifecycle.

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20.

The first step to information management is:
- Knowledge management
- Information management
- Metadata
- Documentation of information
Correct Answer

A. Documentation of information

Explanation

The first step to information management is documentation of information. This involves recording and organizing all relevant data and details in a systematic manner. By documenting information, it becomes easier to store, retrieve, and share data effectively. Documentation serves as a foundation for knowledge management and information management processes, as it provides a structured framework for managing and organizing information resources.

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21.

An outside systems specialist has recently been outsourced by the clinic, what purpose does the specialist serve?
- A) Providing advice on the most appropriate system for the clinic and helping the clinic integrate new and existing technologies into the information management system
- B) Designing the most appropriate system for the clinic which integrates new and existing technologies
- C) The clinic develops a new information management system whilst the specialist provides support regarding the development of policy and procedures
- D) Providing support on the development of a new information system that integrates new and existing technologies
Correct Answer

A. A) Providing advice on the most appropriate system for the clinic and helping the clinic integrate new and existing technologies into the information management system

Explanation

The specialist serves the purpose of providing advice on the most appropriate system for the clinic and helping the clinic integrate new and existing technologies into the information management system. This means that the specialist will assess the clinic's needs and recommend the best system for them. They will also assist in implementing the chosen system and ensuring that it works seamlessly with any existing technologies the clinic may have.

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22.

The clinic has recently opened up a new practice in Kawana Waters and some patients have moved to there, however the information for those patients are still stored at the existing clinic in a decentralised paper information system. How can the Kawana practice quickly retrieve the information it needs?
- Hiring a courier to move the information between the clinics
- Swapping to electronic storage
- Swapping to electronic storage on computer
- Creating a centralised electronic information management system.
Correct Answer

A. Creating a centralised electronic information management system.

Explanation

The most efficient way for the Kawana practice to quickly retrieve the information it needs is by creating a centralized electronic information management system. This would allow all patient information to be stored in a single location that can be accessed by both the existing clinic and the new practice. By transitioning from a decentralized paper system to an electronic system, the information can be easily and quickly retrieved and shared between the clinics without the need for hiring a courier or physically transferring the paper files.

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23.

Digital signatures create the same standards as a wet signature; out of the following which is a standard that a wet signature is not judged upon
- Authenticity – the signature can be authorised by a secure process
- Integrity – any tampering during transmission can be detected
- Confidentiality - The signature can only be accessed by employees and customers
- None of the above
Correct Answer

A. None of the above

Explanation

The correct answer is "None of the above" because all of the mentioned standards - authenticity, integrity, and confidentiality - are applicable to both digital signatures and wet signatures. Wet signatures are also judged upon these standards, just like digital signatures.

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24.

Which Information Standard applies to the Management of emails and records online
- IS34: Metadata
- IS31: Retention and Disposal of Public Records
- IS40: Recordkeeping
- IS33: Version control
Correct Answer

A. IS40: Recordkeeping

Explanation

IS40: Recordkeeping is the correct answer because it specifically relates to the management of emails and records online. Recordkeeping involves the systematic control and management of records throughout their lifecycle, including creation, maintenance, and disposition. This standard provides guidelines and best practices for organizations to ensure the proper management and preservation of their electronic records, including emails. It covers aspects such as record capture, classification, storage, access, and disposal, helping organizations maintain the integrity, authenticity, and reliability of their records in an online environment.

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25.

Metadata is a construction of data that relates to the:
- Who, what, and when a record is created
- How, when, where and why a record is created
- Why, when and how a record is created
- Where, when, reasoning and why a record is created
Correct Answer

A. How, when, where and why a record is created

Explanation

Metadata is a construction of data that relates to the how, when, where, and why a record is created. It provides information about the process and context of record creation, including details such as the methods used, the time and location of creation, and the reasons behind the creation. This information is essential for understanding and managing records effectively, as it helps to establish their authenticity, reliability, and relevance.

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26.

Efficient workflow practices improve what?
- Collaboration and Teamwork
- Collaboration and Leadership
- Collaboration and Decision-making
- Cooperation and Management
Correct Answer

A. Collaboration and Decision-making

Explanation

Efficient workflow practices improve collaboration and decision-making. When team members work together effectively and make informed decisions, it leads to improved productivity, better problem-solving, and effective allocation of resources. By promoting collaboration and decision-making, organizations can ensure that tasks are completed efficiently and that the right choices are made to achieve desired outcomes.

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27.

Another form of electronic evidence is used to track any changes that occur to a document and keep a record of its distribution throughout the document’s development and subsequent revisions, a built-in feature with eDRMS is:
- Metadata
- Digital signature
- Tracking changes
- Version control
Correct Answer

A. Version control

Explanation

Version control is a built-in feature with eDRMS that allows tracking any changes made to a document and maintaining a record of its distribution throughout its development and subsequent revisions. This feature ensures that all versions of the document are organized and easily accessible, allowing users to view and revert back to previous versions if needed. Version control helps in maintaining the integrity and accuracy of the document throughout its lifecycle.

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28.

The regulation of record-mgt practices and procedures ensures:
- That uniform protection is given to all records, allowing all information to be retrieved efficiently and effectively using standard filing methods.
- That a uniform protection is given to all records, allowing them to be retrieved quickly and effectively using standard forms of identification and retrieval procedures.
- A greater focus is placed on the security of confidential information than other records.
- Employees can access information with little effort required.
Correct Answer

A. That a uniform protection is given to all records, allowing them to be retrieved quickly and effectively using standard forms of identification and retrieval procedures.

Explanation

The regulation of record-mgt practices and procedures ensures that a uniform protection is given to all records, allowing them to be retrieved quickly and effectively using standard forms of identification and retrieval procedures. This means that all records are treated equally in terms of protection and accessibility, ensuring that information can be easily retrieved using standardized methods. This helps to maintain efficiency and effectiveness in record management processes.

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29.

Within eDRMS, access levels are set in the security module, this only allows certain people to see only the folders and files they have access to and not the files and folders that are beyond their security level, this is known as;
- Confidentiality of Information
- Security system
- Level of access
- Suitability
Correct Answer

A. Level of access

Explanation

The correct answer is "Level of access." Within an electronic Document and Records Management System (eDRMS), access levels are set in the security module. This ensures that only certain individuals can view specific folders and files that they have been granted access to. They are restricted from accessing files and folders beyond their assigned security level. Therefore, the concept being described is the level of access granted to users within the eDRMS.

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30.

Disasters can be both unpredictable and predictable and it is best to not discount the possibility of disasters occurring at all, the medical practice can deal with disasters in what ways.
- Detailed Disaster recovery plan
- Broad and extensive Insurance
- Appropriate storage facilities
- Backing up vital files to a secure location
Correct Answer

A. Detailed Disaster recovery plan

Explanation

A detailed disaster recovery plan is the best way for the medical practice to deal with disasters. This plan outlines the necessary steps and procedures to be followed in the event of a disaster, ensuring that the practice can quickly and effectively respond and recover. It includes strategies for emergency response, communication, data backup and restoration, and continuity of operations. By having a well-defined plan in place, the practice can minimize the impact of disasters and ensure the safety of patients and staff.

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31.

Software designed to infiltrate or damage a computer system with the owner’s informed consent and commonly ways used to infect a computer are done through attachments, including common office files is known as?
- Phishing
- Pharming
- Malware
- Trojan Horses
Correct Answer

A. Trojan Horses

Explanation

A Trojan Horse is a type of software that is designed to infiltrate or damage a computer system with the owner's informed consent. It is commonly spread through attachments, including common office files. Unlike other types of malware such as viruses or worms, Trojan Horses do not replicate themselves but instead rely on the user to unknowingly install them. Once installed, they can perform various malicious activities, such as stealing sensitive information or giving unauthorized access to the attacker.

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32.

Viruses exist in a large quantity on the internet and employees can sometimes accidently or maliciously infect the medical practices network, symptoms can range from system crashes, consumed bandwidth or unauthorised remote access, however Viruses can be classified into what 3 categories.
- Back-door software, Computer Viruses and HKEY registry edits
- HKEY registry edits, Trojan Horses, Computer Viruses
- Trojan Horses, Computer Viruses and Computer worms
- Trojan Horses, Computer Viruses and BIOS worms
Correct Answer

A. Trojan Horses, Computer Viruses and Computer worms

Explanation

Viruses can be classified into three categories: Trojan Horses, Computer Viruses, and Computer worms. Trojan Horses are malicious programs that disguise themselves as legitimate software and can give unauthorized access to a computer system. Computer viruses are programs that can replicate themselves and infect other files, causing various symptoms like system crashes. Computer worms are self-replicating malware that can spread across networks and consume bandwidth. These three categories cover the different types of viruses that can infect a medical practice's network accidentally or maliciously.

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33.

What are the advantages of an Electronic information system when compared to a manual system?
- Increased archiving space
- Improved reliability (documents harder to lose)
- Cheap to implement, however costs more to maintain
- Expensive to implement, however costs less to maintain
Correct Answer

A. Expensive to implement, however costs less to maintain

Explanation

An electronic information system is expensive to implement initially because it requires purchasing hardware, software, and setting up the infrastructure. However, once implemented, the costs of maintaining the system are relatively low. This is because electronic systems eliminate the need for physical storage space, reducing the costs associated with archiving and organizing documents. Additionally, electronic systems are more reliable as documents are harder to lose or misplace compared to a manual system.

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34.

If you receive an authentic-looking e-mail from your Bank account that asks you to ‘verify your account’ or start with ‘dear valued customer’ it can be categorised as what kind of malicious virus?
- Phishing
- Computer Worm
- HKEY Registry edit
- Trojan Horse
Correct Answer

A. Phishing

Explanation

An authentic-looking email that asks you to verify your account or addresses you as a "valued customer" is an example of phishing. Phishing is a type of malicious virus where scammers impersonate legitimate organizations to trick individuals into revealing sensitive information such as passwords, credit card numbers, or social security numbers. These emails often contain links that redirect users to fake websites designed to steal their personal information. It is important to be cautious and verify the authenticity of such emails before providing any sensitive information.

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1
35.

Storing active files on a computerised management system requires what procedures
- Daily checks on files that were used during the day
- Consistent back-ups
- Back-up procedures
- Off-site storage facilities
Correct Answer

A. Daily checks on files that were used during the day

Explanation

Storing active files on a computerized management system requires daily checks on files that were used during the day to ensure that they are properly stored and accessible. This helps to identify any issues or errors in the storage system and allows for immediate resolution. Consistent backups are also necessary to ensure that data is not lost in the event of system failure or data corruption. Backup procedures are important to establish a regular and systematic process for creating and storing backup copies of files. Off-site storage facilities provide an additional layer of protection by storing backup copies of files in a separate location, reducing the risk of data loss due to physical damage or disasters at the primary storage site.

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36.

What management is required to ensure that legitimate, authorised and correct information is presented, superseded, illegitimate, unauthorised and contradictory information is removed.
- Web Content Management
- Document Management
- Records Management
- E-mail Management
Correct Answer

A. Web Content Management

Explanation

Web Content Management is the correct answer because it involves the processes and tools necessary to manage and control the creation, publication, and maintenance of web content. This includes ensuring that only legitimate, authorized, and correct information is presented on the website, while removing any superseded, illegitimate, unauthorized, and contradictory information. Web Content Management systems provide features such as version control, access control, and content review workflows to ensure the accuracy and integrity of the information presented on the website.

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37.

General accounting records for the business are held for how long?
- 4-5 years
- 6 years
- 7 years
- 6-7 years
Correct Answer

A. 7 years

Explanation

General accounting records for a business are typically held for 7 years. This is because it is a common practice to retain financial documents for a specific period of time for various reasons, including legal and regulatory requirements, tax purposes, and potential audits. Keeping records for 7 years ensures that the business has access to accurate financial information and can provide necessary documentation if needed in the future.

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38.

The medical clinic has recently decided to update its back-up procedures, look over the following procedures and select one answer that is incorrect
- Define, analyse and classify prime and vital records
- Appropriate storage facilities off-site
- Facilities on-site to store paper vital and prime records
- Ensure staff is kept updated on procedures and conduct regular drills.
Correct Answer

A. Facilities on-site to store paper vital and prime records

Explanation

The correct answer is "Facilities on-site to store paper vital and prime records." This is incorrect because storing vital and prime records on-site can be risky as it increases the chances of loss or damage due to fire, theft, or natural disasters. It is recommended to store such records in appropriate off-site storage facilities to ensure their safety and accessibility.

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39.

When Medical practices first establish a system to deal with the various types of information, they need to consider the various forces that can have an impact on the system
- Technology, economic forces, countries and the public
- Community and citizens, technology, economic forces and global forces
- Financial, technology, global forces, community and other external forces
- Technology, community and citizens, global forces, economic forces and other external forces
Correct Answer

A. Technology, community and citizens, global forces, economic forces and other external forces

Explanation

The correct answer is Technology, community and citizens, global forces, economic forces and other external forces. When medical practices establish a system to deal with information, they need to consider the impact of technology on the system. Additionally, the community and citizens play a role in shaping the system. Global forces, such as international regulations and standards, can also have an impact. Economic forces, such as financial considerations, need to be taken into account. Finally, other external forces, which may vary depending on the specific context, should also be considered.

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40.

In a recent e-discovery ruling, Microsoft recently was ordered to pay damages of $25 million when certain e-mail evidence had not been produced during discovery, this could have been prevented through:
- Records Management – Establishing effective record-keeping practices and creating an efficient system.
- Document Management – Establishing effective record-keeping practices and creating an efficient system.
- E-mail Management – Establishing effective record-keeping practices and creating an efficient system.
- File Management – Establishing effective record-keeping practices and creating an efficient system
Correct Answer

A. Records Management – Establishing effective record-keeping practices and creating an efficient system.

Explanation

The correct answer is Records Management – Establishing effective record-keeping practices and creating an efficient system. This is because the e-discovery ruling suggests that Microsoft failed to produce certain e-mail evidence during the discovery process. By implementing records management practices, such as organizing and storing records effectively, Microsoft could have avoided this issue and ensured that all relevant evidence was readily available.

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41.

The medical practice has recently decided to upgrade its policies and procedures around e-mails, which of the following is not an effective strategy e-mail security
- Switching off the preview function of an e-mail
- Unsubscribing from spam e-mails
- Delete any mail if the sender is unknown
- Never reply or click on a web link unless the link is expected
Correct Answer

A. Unsubscribing from spam e-mails

Explanation

Unsubscribing from spam e-mails is not an effective strategy for e-mail security because spam e-mails are often sent by malicious actors who may use the unsubscribe link as a way to confirm that your email address is active and target you with more spam or even phishing attempts. It is better to use spam filters and mark such emails as spam to avoid receiving them in the future.

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42.

The eDRMS manages records using a rigorous set business rules that are intended to preserve the
- Context, Authenticity Confidentiality of the records
- Confidentiality, Integrity, Context of the records
- Authenticity, Integrity and Context of the records
- Legitimacy, Context and Integrity of the records
Correct Answer

A. Authenticity, Integrity and Context of the records

Explanation

The correct answer is Authenticity, Integrity, and Context of the records. The eDRMS (electronic Document and Records Management System) manages records by ensuring that they are authentic, meaning that they can be trusted to be genuine and unaltered. It also maintains the integrity of the records, ensuring that they are complete, accurate, and uncorrupted. Additionally, the eDRMS manages the context of the records, preserving the information about their creation, use, and relationship to other records.

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43.

Knowledge that can be documented in electronic or written format, stored and archived as evidence of business activity is known as:
- Tacit information
- Explicit information
- Digital information
- Business continuity
Correct Answer

A. Explicit information

Explanation

Explicit information refers to knowledge that can be documented in electronic or written format, stored, and archived as evidence of business activity. This type of information is tangible and can be easily communicated and shared among individuals within an organization. It includes data, facts, figures, reports, manuals, procedures, and other documented forms of knowledge. Unlike tacit information, which is personal and difficult to articulate, explicit information can be readily accessed, understood, and utilized by others. Therefore, the correct answer is explicit information.

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44.

Which of the following increases the risk of Medical practices being unable to account for their decision, actions or inactions:
- Lack of a metadata structure
- Poor Medical practical skills
- Ad-hoc record keeping
- Documentation is archived incorrectly.
Correct Answer

A. Ad-hoc record keeping

Explanation

Ad-hoc record keeping increases the risk of medical practices being unable to account for their decisions, actions, or inactions. Ad-hoc record keeping refers to a disorganized and inconsistent approach to documenting medical information. This can lead to missing or incomplete records, making it difficult to track and understand the reasoning behind medical decisions. Without a proper record-keeping system, healthcare providers may struggle to justify their actions, which can have serious implications for patient care, legal issues, and overall accountability.

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45.

In the event of a blackout, which of the following disaster recovery plan strategies would prevent a loss of electronic data?
- Install Surge protectors
- Backup and test computer data constantly
- Battery backup system
- Encrypted data
Correct Answer

A. Battery backup system

Explanation

A battery backup system would prevent a loss of electronic data in the event of a blackout. This is because the battery backup system provides temporary power to keep the electronic devices running during a power outage, allowing enough time to properly shut down the systems and prevent data loss. Surge protectors protect against power surges but do not provide backup power. Backup and testing computer data constantly is a good practice but does not directly prevent data loss during a blackout. Encrypted data protects against unauthorized access but does not specifically address data loss during a blackout.

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46.

Information management covers which areas?
- Explicit information, tacit information
- Web content management, document management, tacit information and record management
- Web content management, document management and record management
- Digital information, web content management, document management and record management.
Correct Answer

A. Web content management, document management and record management

Explanation

The correct answer is "Web content management, document management and record management." This answer includes the areas that are covered under information management. Web content management involves managing and organizing the content on a website. Document management involves the storage, organization, and retrieval of electronic documents. Record management involves the management and retention of records in an organization. These three areas are essential components of information management.

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1
47.

During a clinic’s recent move to a new location, information relating to confidential patient information has been lost, how might this of been prevented?
- Heighten security procedures when handling the move
- Using secure electronic storage devices
- Creating a decentralised electronic information system
- Creating a centralised electronic information system
Correct Answer

A. Creating a decentralised electronic information system

Explanation

Creating a decentralised electronic information system could have prevented the loss of confidential patient information during the clinic's move to a new location. By decentralizing the information system, the data would be distributed across multiple locations or servers, reducing the risk of losing all the information in one place. This approach would also allow for better control and management of access to the data, ensuring that only authorized individuals can retrieve and handle the confidential patient information.

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48.

The process for managing inactive files is
- Purge files annually  Check files for unnecessary information and destroy  Place files with similar destruction dates in the same storage box  Record box numbers manually or electronically  Transfer boxes to cheaper off-site storage
- Purge files regularly  Check files for unnecessary information and destroy  Place files with similar destruction dates in the same bar-coded storage box  Record box numbers manually or electronically  Transfer boxes to cheaper off-site storage
- Purge files occasionally  Check files for unnecessary information and destroy  Place files with similar destruction dates in the same bar-coded storage box  Record box numbers electronically  Transfer boxes to cheaper off-site storage
- Purge files periodically Check files for unnecessary information and destroy  Place files with similar destruction dates in the same bar-coded storage box  Record box numbers manually  Transfer boxes to cheaper off-site storage
Correct Answer

A. Purge files regularly  Check files for unnecessary information and destroy  Place files with similar destruction dates in the same bar-coded storage box  Record box numbers manually or electronically  Transfer boxes to cheaper off-site storage

Explanation

The correct answer suggests that the process for managing inactive files involves purging files regularly, checking for unnecessary information and destroying it, placing files with similar destruction dates in the same bar-coded storage box, recording box numbers manually or electronically, and transferring boxes to cheaper off-site storage. This method ensures that files are regularly reviewed and unnecessary information is removed, while also organizing the files by destruction dates for easier management. The use of bar-coded storage boxes and recording box numbers helps in tracking and locating specific files when needed. Finally, transferring boxes to cheaper off-site storage helps in reducing costs.

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49.

Signed documents are critical to the operation of a medical clinic, as they provide a lasting record of decisions taken with patients and suppliers and therefore complying with the various laws and regulations. Electronic records are no exception and are required to follow the same compliance requirements as paper records. However it is not as simple as providing an image of the writer’s signature as it does not guarantee the document is unaltered. How can a medical clinic overcome this hurdle?
- A digital signature that seals the electronic document through the use of a cryptographic algorithm that generates an ‘electronic fingerprint’ on the document.
- A digital signature that seals the electronic document through the use of a cryptographic algorithm that generates new information on the document’s metadata.
- A digital signature that seals the electronic document through the use of a cryptographic algorithm that alters the version of the file and provides details about the changes made.
- A digital signature that seals the electronic document through the use of a cryptographic algorithm that generates a unique serial-code on the document.
Correct Answer

A. A digital signature that seals the electronic document through the use of a cryptographic algorithm that generates an ‘electronic fingerprint’ on the document.

Explanation

A digital signature that generates an 'electronic fingerprint' on the document is necessary for a medical clinic to overcome the hurdle of ensuring the integrity and authenticity of electronic records. This cryptographic algorithm creates a unique identifier for the document, making it difficult for any unauthorized alterations to go undetected. By using a digital signature, the clinic can comply with legal and regulatory requirements for signed documents, ensuring that the electronic records are as secure and reliable as their paper counterparts.

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Managing Workplace Information Multiple Choice Quiz

Medical practices have a responsibility to maintain authentic records and the integrity of their information due to the legal, archival and historical viewpoints and requirements under the:

Quiz Preview

The two general categories that classify workplace management are, knowledge management and information management.

The receipt, tracking and storing of documents, images and multimedia files is managed by what kind of management?

A doctor would be able to access and change confidential files relating to patient medical information however would not be able to access vital accounting records relating to the practices financial situation.

Being required to provide an explanation or justification of one’s actions in relation to events or transactions is otherwise known as:

A medical clinic is growing rapidly in terms of patients and the information that needs to be managed is growing exponentially, why is it important for the clinic to invest so much time and money to manage workplace information and keep it secure?

Public agencies, such as hospitals, are much more accountable for meeting compliance than private companies due to their association with the government.

At Colby Medical practice, Annie has been put in charge of tracking paper and electronic ‘Active’ files, however to do this she needs to refresh her memory on the procedures the Clinic uses; where can she find this information:

If the medical practice was released patient information publicly after said patient’s death they would suffer no legal repercussion

Which of the following is an example of Tacit information:

Records underpin accountability and ad-hoc record keeping skills can increase the risk of the Medical practice being unable to account for decisions relating to patient treatment and spending/charging later on.

Hale and Hearty Medical Centre has recently expanded to 2 different locations, using a manual Information Management System, which of the following is the most efficient way for Information Management systems.

Patient information is a vital resource to the medical clinic as it saves time for all parties involved; this information can be lost from accidental employee errors out of the following predict which error is the greatest cause of loss.

A detailed disaster plan should consist of three parts, these parts are?

Employees are the smallest liability to security; the medical practice will have to plan for.

Tacit information is covered under accountability requirements and therefore requires regulations concerning the protection of valuable Tacit information

What is the typical example of document workflow?

A automated system designed to manage semi-structured or unstructured content, including text, images, and video content is known as

The first step to information management is:

An outside systems specialist has recently been outsourced by the clinic, what purpose does the specialist serve?

Digital signatures create the same standards as a wet signature; out of the following which is a standard that a wet signature is not judged upon

Which Information Standard applies to the Management of emails and records online

Metadata is a construction of data that relates to the:

Efficient workflow practices improve what?

Another form of electronic evidence is used to track any changes that occur to a document and keep a record of its distribution throughout the document’s development and subsequent revisions, a built-in feature with eDRMS is:

The regulation of record-mgt practices and procedures ensures:

Within eDRMS, access levels are set in the security module, this only allows certain people to see only the folders and files they have access to and not the files and folders that are beyond their security level, this is known as;

Disasters can be both unpredictable and predictable and it is best to not discount the possibility of disasters occurring at all, the medical practice can deal with disasters in what ways.

Software designed to infiltrate or damage a computer system with the owner’s informed consent and commonly ways used to infect a computer are done through attachments, including common office files is known as?

Viruses exist in a large quantity on the internet and employees can sometimes accidently or maliciously infect the medical practices network, symptoms can range from system crashes, consumed bandwidth or unauthorised remote access, however Viruses can be classified into what 3 categories.

What are the advantages of an Electronic information system when compared to a manual system?

If you receive an authentic-looking e-mail from your Bank account that asks you to ‘verify your account’ or start with ‘dear valued customer’ it can be categorised as what kind of malicious virus?

Storing active files on a computerised management system requires what procedures

What management is required to ensure that legitimate, authorised and correct information is presented, superseded, illegitimate, unauthorised and contradictory information is removed.

General accounting records for the business are held for how long?

The medical clinic has recently decided to update its back-up procedures, look over the following procedures and select one answer that is incorrect

When Medical practices first establish a system to deal with the various types of information, they need to consider the various forces that can have an impact on the system

In a recent e-discovery ruling, Microsoft recently was ordered to pay damages of $25 million when certain e-mail evidence had not been produced during discovery, this could have been prevented through:

The medical practice has recently decided to upgrade its policies and procedures around e-mails, which of the following is not an effective strategy e-mail security

The eDRMS manages records using a rigorous set business rules that are intended to preserve the

Knowledge that can be documented in electronic or written format, stored and archived as evidence of business activity is known as:

Which of the following increases the risk of Medical practices being unable to account for their decision, actions or inactions:

In the event of a blackout, which of the following disaster recovery plan strategies would prevent a loss of electronic data?

Information management covers which areas?

During a clinic’s recent move to a new location, information relating to confidential patient information has been lost, how might this of been prevented?

The process for managing inactive files is