Record Keeping Most Important Questions PDF

Q: Records can be stored in many different formats.
Answer: True
Q: There are three rates of reimbursement (free, reduced and paid), based on household income
Answer: True
Q: Updating eligibility application determinations monthly is not a requirement when submitting claims for reimbursement?
Answer: False
Q: Eligibility application are determined/redetermined:
Answer: all of the above
Q: As long as individual attendance is recorded daily and reported monthly, meal counts records are not required?
Answer: False
Q: When must meal counts be taken?
Answer: at the point of meal service
Q: Which is an example of unallowable cost incurred on the Child and Adult Care Food Program?
Answer: staff uniforms
Q: Itemized receipts/invoices are required to verify monthly proof of purchases for the Child and Adult Care Food Program?
Answer: True
Q: Only institutions that are considered self-preparation food service operations are entitled to the additional cash-in-lieu of commodities reimbursement.
Answer: True
Q: What percentage of reimbursement should be applied to monthly food service costs to be considered a best practice model?
Answer: 100%
Q: How long must institution records/documents be maintained on file?
Answer: 3 years
Q: An active record is:
Answer: A record that is used on a regular basis
Q: How long should you keep your records?
Answer: It depends on what type of record it is and whether I created it
Q: The County has sole responsibility for deciding which records can be kept or disposed.
Answer: False
Q: Who is responsible for managing County records?
Answer: All County staff
Q: What qualifies as a record?
Answer: Data, information, knowledge, and/or expertise recorded or received in any medium because it may be needed in the future and is managed under an approved record schedule.
Q: When and how do I dispose of records I no longer need?
Answer: After the retention period in the record schedule expires, dispose of records using the method specified in that schedule.
Q: What is an organization’s record schedule?
Answer: A functional listing that defines types of records and how long they must be retained.
Q: What if no item on the schedule describes the record in hand?
Answer: Notify the organization’s records manager so it can be added to the schedule.
Q: What else about the record schedule should I understand?
Answer: It specifies how long records are kept in working areas, when they move to storage, and their retention periods.
Q: Who is responsible for managing its records?
Answer: The individual who creates or receives the record.
Q: How should I file a record I create or receive so it can be found if I am not available?
Answer: The records manager should design a file structure shared within each organizational unit.
Q: What organizational records am I permitted to share with those outside your organization?
Answer: Sharing should be defined in an approved records-sharing policy by top management.
Q: Am I allowed to share my personal knowledge outside the organization?
Answer: It should be governed by the organization’s policy on sharing information and expertise.
Q: Why should a professional records manager understand operations?
Answer: To ensure accurate records, identify potential issues, and improve legal and operational effectiveness.
Q: What and why should an employee know about vital records?
Answer: Vital records are essential for operations and must be properly identified, stored, and protected.
Q: Should electronic records be treated differently?
Answer: No, all records are handled the same based on content, not format.
Q: Are voice-mail messages records?
Answer: Yes, they should be converted into a physical or recorded format for proper handling.
Q: Are there special records requirements for industries?
Answer: Yes, different industries have specific record-keeping rules.
Q: Are there operational areas with special record requirements?
Answer: Yes, areas like hiring, safety, and legal compliance have specific requirements.
Q: What can I do to help the records manager?
Answer: Maintain good record-keeping practices and record accurate, useful information consistently.
Q: Will I be rewarded for keeping proper records?
Answer: You may be recognized or rewarded if your records help the organization when needed.
Q: What could be the consequences of poor record keeping?
Answer: Job loss or legal/civil/criminal penalties in serious cases.
Q: What should I do if I see improper destruction of records?
Answer: Report it to a manager, records manager, or legal authority.
Q: What do I do if I have a technical question about a record?
Answer: Ask the organization’s records manager or legal department.

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