Deck 17: Documentation

Question 1

Under the rules of the Occupational Safety and Health Administration (OSHA), records of any personal or environmental monitoring of exposure to hazardous materials can be discarded after 3 years.

Answer 1

False

Question 2

Every page of every document should have a unique page number and an identifying title.

Answer 2

True

Question 3

Employee records can be kept by any employee with supervisory responsibilities.

Answer 3

False

Question 4

All employees have the right to review their own personnel files and may do so in private.

Question 5

An easy way to avoid problems with different versions of job descriptions is simply to replace revised documents.

Question 6

HR, not clinical departments, often maintains all files related to employee licensure.

Question 7

Supervisors must ensure that all employees in their departments have copies of or ready access to the current handbook.

Question 8

Employee handbooks, like employee contracts, may contain promises or guarantees.

Question 9

Records should be completed in a timely manner and be retained until an employee retires or leaves the organization.

Question 10

Documentation related to employees should be completed on a timely basis.

Question 11

Which statement about legal implications of employee documentation is true?

A) The most common kind of discrimination charge involves unequal pay.
B) Certain irregularities in employee documentation are considered violations of the Civil Rights Act.
C) Legislation exempts some groups of people from documentation requirements related to employment.
D) For any court proceeding, documentation concerning active employees may not be requested.

Question 12

Which statement concerning access to personnel files is true?

A) HR must control access to personnel files.
B) An employee's immediate supervisor and department manager have unlimited access to employee files
C) Organizational legal counsel has access to all files when addressing legal matters.
D) Potential managers may have unlimited access to specific qualified employees' files when considering them for promotion or transfer.

Question 13

What is true about job descriptions?

A) Job descriptions have minimal relevance for workers.
B) Supervisors use organizational rating forms rather than job descriptions when evaluating their subordinates.
C) HR rarely uses job descriptions when recruiting.
D) Organizations have a vested interest in creating accurate job descriptions and maintaining their currency.

Question 14

What should always be true for supervisors who maintain personnel files on their own employees?

A) Supervisors' files ordinarily include copies of the most recent one or two performance appraisals.
B) Permanent records of older performance appraisals are always useful because they are generally unavailable elsewhere in the organization.
C) Notes regarding negative items to include in the next performance appraisal are useful.
D) Copies of warnings, reprimands or other disciplinary information should be discarded after 6 months.

Question 15

What can be said about employee files kept by a manager?

A) Employee files should be periodically reviewed.
B) Notes that have been incorporated into formal appraisals should be retained for backup.
C) Old counseling notes can be discarded if the problems prompting the intervention have not recurred.
D) Routinely discarding files, including personal files, is permissible at any time.

Question 16

Can a manager's personal notes that were made during an employment interview be retained by the manager? Why?

Question 17

Briefly describe the characteristics of documents related to employee warnings.

Question 18

Under what conditions may non-company personnel have access to personnel files?

Question 19

What procedures should organizations follow concerning the release of employee information?

Question 20

What guidelines should organizations provide for department managers that maintain personal files about their employees?