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QuestionAmerican Society for Clinical Pathology

How often should the file plan be updated? A. Quarterly B. Annually C. When the records schedule changes D. B and C
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Answer

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Step 1
: Analyze the options given and determine which situations would call for a file plan update.

The file plan is a document that outlines how records are organized, stored, and accessed. It should be updated in response to changes in the records schedule or the organization's record-keeping needs.

Step 2
: Evaluate the options based on the analysis.

Option A: Quarterly Updating the file plan every quarter might be too frequent unless the organization experiences rapid changes in its record-keeping needs. This option may lead to unnecessary work and potential confusion. Option B: Annually Updating the file plan annually can be a good practice if the organization's record-keeping needs remain relatively stable. This frequency ensures that the plan stays current while minimizing disruptions. Option C: When the records schedule changes This option emphasizes reacting to specific triggers rather than adhering to a fixed schedule. Updating the file plan when the records schedule changes is a logical response to external factors affecting record-keeping. Option D: B and C This option combines the previous two options and suggests updating the file plan both annually and when the records schedule changes. This approach ensures a regular review while also addressing external triggers.

Final Answer

The most appropriate answer is D: B and C. This option combines the benefits of both regular reviews and reacting to changes in the records schedule. By updating the file plan annually, the organization can maintain a current plan and make adjustments as needed when the records schedule changes.

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