Managing Workplace Information Multiple Choice Quiz

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Quizzes Created: 1 | Total Attempts: 326

Questions: 60 | Attempts: 326 | Updated: Mar 21, 2023

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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.

Questions and Answers

1.

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?
- A.
  
  Clinics are expected to keep client information secure and easily accessible for future reference.
- B.
  
  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.
- C.
  
  It is a social expectation that the clinic keep records client’s information secure and easily accessible.
- D.
  
  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
B. 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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2.

Information management covers which areas?
- A.
  
  Explicit information, tacit information
- B.
  
  Web content management, document management, tacit information and record management
- C.
  
  Web content management, document management and record management
- D.
  
  Digital information, web content management, document management and record management.
Correct Answer
C. 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
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3.

A business’s framework for designing and implementing procedures and practices that can be used to identify, collect and distribute knowledge is
- A.
  
  Knowledge management
- B.
  
  Information management
- C.
  
  Metadata
- D.
  
  Workplace information
Correct Answer
C. Metadata

Explanation
Metadata is the correct answer because it refers to the framework for designing and implementing procedures and practices that can be used to identify, collect, and distribute knowledge. Metadata is essentially data about data, providing information about the content, context, and structure of knowledge within a business. It helps in organizing and categorizing knowledge, making it easier to search, retrieve, and share within the organization.

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4.

Metadata is a construction of data that relates to the:
- A.
  
  Who, what, and when a record is created
- B.
  
  How, when, where and why a record is created
- C.
  
  Why, when and how a record is created
- D.
  
  Where, when, reasoning and why a record is created
Correct Answer
B. 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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5.

Knowledge that can be documented in electronic or written format, stored and archived as evidence of business activity is known as:
- A.
  
  Tacit information
- B.
  
  Explicit information
- C.
  
  Digital information
- D.
  
  Business continuity
Correct Answer
B. 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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6.

The first step to information management is:
- A.
  
  Knowledge management
- B.
  
  Information management
- C.
  
  Metadata
- D.
  
  Documentation of information
Correct Answer
D. 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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7.

Which of the following is an example of Tacit information:
- A.
  
  Analyst reports
- B.
  
  Ideas suggested in recorded meetings
- C.
  
  Written comments on a report
- D.
  
  Verbal comments on problems and possible solutions
Correct Answer
D. 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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8.

Being required to provide an explanation or justification of one’s actions in relation to events or transactions is otherwise known as:
- A.
  
  Accountability
- B.
  
  Legal Compliance
- C.
  
  E-discovery
- D.
  
  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
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9.

Tacit and Explicit information is valuable to a business and they protect it using trade clauses which prevent employees using info to gain an competitive advantage, however the enforcement of these clauses is difficult to do because:
- A.
  
  The employee could claim that the clause was hidden in fine print
- B.
  
  The clause needs to be reasonable in its scope and be told to the employee verbally.
- C.
  
  Unless the former employee has a legitimate commercial interest that requires protection the law regards them as invalid.
- D.
  
  The employer needs to have a legitimate commercial interest that requires protection and the scope of the clause is reasonable, covering the commercial interest.
Correct Answer
D. The employer needs to have a legitimate commercial interest that requires protection and the scope of the clause is reasonable, covering the commercial interest.

Explanation
The answer explains that in order for trade clauses to be enforceable, the employer must have a legitimate commercial interest that needs protection and the scope of the clause must be reasonable, covering that commercial interest. This means that the employer cannot simply include overly broad or arbitrary clauses in employment contracts, but must have a genuine need to protect specific information or interests related to their business. Without a legitimate commercial interest and a reasonable scope, the trade clauses may be considered invalid and unenforceable.

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10.

The two general categories that classify workplace management are, knowledge management and information management.
- A.
  
  True
- B.
  
  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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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.
- A.
  
  True
- B.
  
  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.

Which of the following increases the risk of Medical practices being unable to account for their decision, actions or inactions:
- A.
  
  Lack of a metadata structure
- B.
  
  Poor Medical practical skills
- C.
  
  Ad-hoc record keeping
- D.
  
  Documentation is archived incorrectly.
Correct Answer
C. 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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13.

The regulation of record-mgt practices and procedures ensures:
- A.
  
  That uniform protection is given to all records, allowing all information to be retrieved efficiently and effectively using standard filing methods.
- B.
  
  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.
- C.
  
  A greater focus is placed on the security of confidential information than other records.
- D.
  
  Employees can access information with little effort required.
Correct Answer
B. 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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14.

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:
- A.
  
  Standards and Regulations
- B.
  
  Statutory acts, Policies and Standards
- C.
  
  Regulations and Statutory Acts
- D.
  
  Statutory acts, Regulations and Standards
Correct Answer
D. Statutory acts, Regulations and Standards

Explanation
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. This includes complying with statutory acts, regulations, and standards that govern the collection, storage, and access to medical records. These laws and regulations ensure that the information is accurate, secure, and accessible when needed. By adhering to these requirements, medical practices can protect patient confidentiality, facilitate medical research, and meet legal obligations.

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15.

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
- A.
  
  Technology, economic forces, countries and the public
- B.
  
  Community and citizens, technology, economic forces and global forces
- C.
  
  Financial, technology, global forces, community and other external forces
- D.
  
  Technology, community and citizens, global forces, economic forces and other external forces
Correct Answer
D. 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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16.

Public agencies, such as hospitals, are much more accountable for meeting compliance than private companies due to their association with the government.
- A.
  
  True
- B.
  
  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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17.

What are the advantages of an Electronic information system when compared to a manual system?
- A.
  
  Increased archiving space
- B.
  
  Improved reliability (documents harder to lose)
- C.
  
  Cheap to implement, however costs more to maintain
- D.
  
  Expensive to implement, however costs less to maintain
Correct Answer
D. 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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18.

An outside systems specialist has recently been outsourced by the clinic, what purpose does the specialist serve?
- 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
- B.
  
  B) Designing the most appropriate system for the clinic which integrates new and existing technologies
- C.
  
  C) The clinic develops a new information management system whilst the specialist provides support regarding the development of policy and procedures
- D.
  
  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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19.

The two greatest challenges for Medical practices in the implementation of a suitable information management system are:
- A.
  
  Integration of new and existing technology
- B.
  
  Integrating the variety of existing systems already in use as well as incorporation of new technologies
- C.
  
  Incorporation of new and developing mobile technologies
- D.
  
  Integrating new mobile technologies as they develop as well as existing mobile technologies.
Correct Answer
B. Integrating the variety of existing systems already in use as well as incorporation of new technologies

Explanation
The correct answer is integrating the variety of existing systems already in use as well as incorporation of new technologies. This answer accurately identifies the two greatest challenges for medical practices in implementing an information management system. It highlights the need to integrate the various existing systems that are already in use within the practice, as well as the incorporation of new technologies to enhance the system. This challenge arises from the complexity of merging different systems and ensuring seamless communication and data transfer between them. Additionally, incorporating new technologies requires careful planning and implementation to ensure compatibility and effectiveness within the existing system.

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20.

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?
- A.
  
  Hiring a courier to move the information between the clinics
- B.
  
  Swapping to electronic storage
- C.
  
  Swapping to electronic storage on computer
- D.
  
  Creating a centralised electronic information management system.
Correct Answer
D. 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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21.

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?
- A.
  
  Heighten security procedures when handling the move
- B.
  
  Using secure electronic storage devices
- C.
  
  Creating a decentralised electronic information system
- D.
  
  Creating a centralised electronic information system
Correct Answer
C. 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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22.

What management is required to ensure that legitimate, authorised and correct information is presented, superseded, illegitimate, unauthorised and contradictory information is removed.
- A.
  
  Web Content Management
- B.
  
  Document Management
- C.
  
  Records Management
- D.
  
  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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23.

The receipt, tracking and storing of documents, images and multimedia files is managed by what kind of management?
- A.
  
  Communication Management
- B.
  
  Knowledge Management
- C.
  
  Web Content Management
- D.
  
  Document Management
Correct Answer
D. 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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24.

Efficient workflow practices improve what?
- A.
  
  Collaboration and Teamwork
- B.
  
  Collaboration and Leadership
- C.
  
  Collaboration and Decision-making
- D.
  
  Cooperation and Management
Correct Answer
C. 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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25.

What is the typical example of document workflow?
- A.
  
  Post  Sort  Open  Scan  Action Officer/s  Capture Metadata  Corporate Memory
- B.
  
  Post  Sort  Open  Scan  Action Officer/s  Information Sharing  Decision-making
- C.
  
  Post  Sort  Open  Scan  Action Officer/s  Information Sharing  Decision-making  Electronic Document Response / Client or Customer Response  Capture Metadata  Corporate Memory
- D.
  
  Post  Sort  Open  Scan  Action Officer/s  Information Sharing  Electronic Document Response / Client or Customer Response  Capture Metadata  Corporate Memory  Decision-making
Correct Answer
D. 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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26.

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:
- A.
  
  Records Management – Establishing effective record-keeping practices and creating an efficient system.
- B.
  
  Document Management – Establishing effective record-keeping practices and creating an efficient system.
- C.
  
  E-mail Management – Establishing effective record-keeping practices and creating an efficient system.
- D.
  
  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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27.

Medical practices are required to ensure all employees understand the legal ramifications if records are not captured into the system intact, understanding the differences between what constitutes a record, what information can be deleted from the system and for what records need to be kept and for how long under what style of Workplace Information Management:
- A.
  
  Knowledge Management
- B.
  
  Records Management
- C.
  
  Document Management
- D.
  
  File Management
Correct Answer
B. Records Management

Explanation
Medical practices need to ensure that all employees understand the legal consequences if records are not captured accurately and completely into the system. This includes understanding what qualifies as a record, what information can be deleted, and the specific requirements for record retention. Therefore, the appropriate style of Workplace Information Management in this scenario is Records Management.

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28.

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:
- A.
  
  Legislation and Legal Processes
- B.
  
  Legislation, Industry Standards, Contracts
- C.
  
  Legislation, Legal Processes, Contracts
- D.
  
  Legislation, industry Standards and Legal Processes
Correct Answer
C. 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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29.

Out of the following, which are not an area contributing to the difficulty in maintaining the integrity of records:
- A.
  
  Failing to maintain compliance
- B.
  
  Natural disasters
- C.
  
  Adequate and safe storage for electronic & paper records.
- D.
  
  Not meeting accountability requirements
Correct Answer
C. Adequate and safe storage for electronic & paper records.

Explanation
The correct answer is "Adequate and safe storage for electronic & paper records." This option does not contribute to the difficulty in maintaining the integrity of records. The other options, such as failing to maintain compliance, natural disasters, and not meeting accountability requirements, all pose challenges and can potentially compromise the integrity of records. However, ensuring adequate and safe storage for electronic and paper records is essential for maintaining their integrity.

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30.

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.
  
  A digital signature that seals the electronic document through the use of a cryptographic algorithm that generates an ‘electronic fingerprint’ on the document.
- B.
  
  A digital signature that seals the electronic document through the use of a cryptographic algorithm that generates new information on the document’s metadata.
- C.
  
  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.
- D.
  
  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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31.

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
- A.
  
  Authenticity – the signature can be authorised by a secure process
- B.
  
  Integrity – any tampering during transmission can be detected
- C.
  
  Confidentiality - The signature can only be accessed by employees and customers
- D.
  
  None of the above
Correct Answer
D. 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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32.

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.
- A.
  
  True
- B.
  
  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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33.

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.
  
  Carelessness when inputting data
- B.
  
  Failure to consistently backup information
- C.
  
  Accidental transfer of information to an incorrect person through e-mail
- D.
  
  Computer failures
Correct Answer
B. 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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34.

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
- A.
  
  Switching off the preview function of an e-mail
- B.
  
  Unsubscribing from spam e-mails
- C.
  
  Delete any mail if the sender is unknown
- D.
  
  Never reply or click on a web link unless the link is expected
Correct Answer
B. 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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35.

Employees are the smallest liability to security; the medical practice will have to plan for.
- A.
  
  True
- B.
  
  False
Correct Answer
B. 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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36.

A automated system designed to manage semi-structured or unstructured content, including text, images, and video content is known as
- A.
  
  Metadata
- B.
  
  Records management
- C.
  
  EDRMS
- D.
  
  Knowledge management
Correct Answer
C. 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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37.

The eDRMS manages records using a rigorous set business rules that are intended to preserve the
- A.
  
  Context, Authenticity Confidentiality of the records
- B.
  
  Confidentiality, Integrity, Context of the records
- C.
  
  Authenticity, Integrity and Context of the records
- D.
  
  Legitimacy, Context and Integrity of the records
Correct Answer
C. 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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38.

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;
- A.
  
  Confidentiality of Information
- B.
  
  Security system
- C.
  
  Level of access
- D.
  
  Suitability
Correct Answer
C. 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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39.

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?
- A.
  
  Phishing
- B.
  
  Computer Worm
- C.
  
  HKEY Registry edit
- D.
  
  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
0
40.

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:
- A.
  
  Metadata
- B.
  
  Digital signature
- C.
  
  Tracking changes
- D.
  
  Version control
Correct Answer
D. 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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41.

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:
- A.
  
  Memo
- B.
  
  Bulletin
- C.
  
  OPPM
- D.
  
  Employee Handbook
Correct Answer
C. 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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42.

Annie is transferring active files into inactive files after they have been deemed inactive must go through a series of steps, Select the steps in the correct order that Annie has to follow.
- A.
  
  The file is checked thoroughly to ascertain which records need to be kept or destroyed; authority is obtained to transfer it, placement in specially labelled storage boxes that contain the box number and destruction data and record of the contents of each box. Lastly boxes if needed to are transferred to a secondary storage facility
- B.
  
  Authority is obtained to transfer it, placement in specially labelled storage boxes that contain the box number and destruction data and record of the contents of each box.
- C.
  
  Authority is obtained to transfer it; the file is checked thoroughly to ascertain which records need to be kept or destroyed and lastly placement in specially labelled storage boxes that contain the box number and destruction data.
- D.
  
  Authority is obtained to transfer it, the file is checked thoroughly to ascertain which records need to be kept or destroyed, placement in specially labelled storage boxes that contain the box number and record of the contents of each box. Lastly boxes if needed to are transferred to a secondary storage facility
Correct Answer
D. Authority is obtained to transfer it, the file is checked thoroughly to ascertain which records need to be kept or destroyed, placement in specially labelled storage boxes that contain the box number and record of the contents of each box. Lastly boxes if needed to are transferred to a secondary storage facility

Explanation
The correct answer is the third option: "Authority is obtained to transfer it, the file is checked thoroughly to ascertain which records need to be kept or destroyed, placement in specially labelled storage boxes that contain the box number and record of the contents of each box. Lastly, boxes if needed are transferred to a secondary storage facility." This is the correct order because it follows a logical sequence of steps. First, authority is obtained to transfer the file. Then, the file is checked to determine which records should be kept or destroyed. Next, the file is placed in labeled storage boxes with a record of the contents. Finally, if necessary, the boxes are transferred to a secondary storage facility.

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43.

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?
- A.
  
  Phishing
- B.
  
  Pharming
- C.
  
  Malware
- D.
  
  Trojan Horses
Correct Answer
D. 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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44.

Intentional Employee crime is dealt with what procedures which ensure risks such as disgruntled personnel not being able to access their nominated computer system are contained.
- A.
  
  Risk management procedures
- B.
  
  Safety management procedures
- C.
  
  Threat management
- D.
  
  Employee management procedures
Correct Answer
A. Risk management procedures

Explanation
The correct answer is risk management procedures. Risk management procedures are used to identify, assess, and mitigate potential risks within an organization, including intentional employee crime. These procedures include measures to prevent disgruntled personnel from accessing their nominated computer system, thus containing the risk of such crimes. By implementing risk management procedures, organizations can effectively manage and minimize the likelihood and impact of intentional employee crimes.

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45.

Physical security also has it place in a medical environment, what physical security steps can be taken to protect confidential patient data?
- A.
  
  Authentication techniques
- B.
  
  Risk management procedures
- C.
  
  Access controls
- D.
  
  Records management
Correct Answer
C. Access controls

Explanation
Access controls are an essential physical security measure that can be implemented in a medical environment to protect confidential patient data. Access controls involve restricting and monitoring access to sensitive information, such as patient records, to authorized personnel only. This can be achieved through the use of techniques such as unique usernames and passwords, biometric authentication, and access cards. By implementing access controls, healthcare facilities can ensure that only authorized individuals have access to patient data, reducing the risk of unauthorized access and potential breaches of confidentiality.

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46.

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.
- A.
  
  Detailed Disaster recovery plan
- B.
  
  Broad and extensive Insurance
- C.
  
  Appropriate storage facilities
- D.
  
  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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47.

A detailed disaster plan should consist of three parts, these parts are?
- A.
  
  Prevention, preparation and recovery
- B.
  
  Planning, preparation and salvage
- C.
  
  Avoidance, preparation and retrieval
- D.
  
  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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48.

In the event of a blackout, which of the following disaster recovery plan strategies would prevent a loss of electronic data?
- A.
  
  Install Surge protectors
- B.
  
  Backup and test computer data constantly
- C.
  
  Battery backup system
- D.
  
  Encrypted data
Correct Answer
C. 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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49.

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.
- A.
  
  Back-door software, Computer Viruses and HKEY registry edits
- B.
  
  HKEY registry edits, Trojan Horses, Computer Viruses
- C.
  
  Trojan Horses, Computer Viruses and Computer worms
- D.
  
  Trojan Horses, Computer Viruses and BIOS worms
Correct Answer
C. 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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50.

A culture of online security can be developed within the medical practice to help minimise risks, how can Information managers encourage online security?
- A.
  
  Informing employees of the need for strict security when online and developing and implementing procedures around online security
- B.
  
  Security procedures for laptops, portable storage devices and other mobile devices used by workers
- C.
  
  Firewall software
- D.
  
  Anti-virus software
Correct Answer
A. Informing employees of the need for strict security when online and developing and implementing procedures around online security

Explanation
Information managers can encourage online security by informing employees about the importance of strict security measures while using the internet and by developing and implementing procedures related to online security. This can include educating employees about the risks associated with online activities, training them on best practices for secure online behavior, and establishing protocols for handling sensitive information. By actively promoting and enforcing these measures, information managers can create a culture of online security within the medical practice.

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May 14, 2012

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Managing Workplace Information Multiple Choice Quiz

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?

Information management covers which areas?

A business’s framework for designing and implementing procedures and practices that can be used to identify, collect and distribute knowledge is

Metadata is a construction of data that relates to the:

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

The first step to information management is:

Which of the following is an example of Tacit information:

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

Tacit and Explicit information is valuable to a business and they protect it using trade clauses which prevent employees using info to gain an competitive advantage, however the enforcement of these clauses is difficult to do because:

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

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.

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

The regulation of record-mgt practices and procedures ensures:

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:

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

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

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

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

The two greatest challenges for Medical practices in the implementation of a suitable information management system are:

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?

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

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

Efficient workflow practices improve what?

What is the typical example of document workflow?

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:

Out of the following, which are not an area contributing to the difficulty in maintaining the integrity of records:

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

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.

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.

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

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

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

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

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;

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?

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:

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:

Annie is transferring active files into inactive files after they have been deemed inactive must go through a series of steps, Select the steps in the correct order that Annie has to follow.

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?

Intentional Employee crime is dealt with what procedures which ensure risks such as disgruntled personnel not being able to access their nominated computer system are contained.

Physical security also has it place in a medical environment, what physical security steps can be taken to protect confidential patient data?

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.

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

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

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.

A culture of online security can be developed within the medical practice to help minimise risks, how can Information managers encourage online security?