Canadian Health Information Management Association Practice Exam

The records management principle of Specificity of Data means?

1. All data must be clearly defined

2. All data must be collected for an identified purpose

3. All data must be electronic

4. All data must be validated

The correct answer is: All data must be collected for an identified purpose

The principle of Specificity of Data emphasizes that all data must be collected for an identified purpose. This means that data should not be gathered haphazardly or without a clear intention. Instead, each piece of information collected should serve a defined goal, such as supporting patient care, facilitating research, or meeting regulatory requirements. This approach enhances the relevance of the data, ensures efficient data management, and aligns with best practices in health information management. The focus on having a clear purpose for data collection helps organizations comply with legal and ethical standards, ensuring that the data gathered is necessary and justifiable. This principle also aids in minimizing data redundancies and avoiding unnecessary data storage, thereby optimizing data utilization within healthcare settings. While other principles, such as clarity in definition and validation of data, are important, they do not capture the essence of specificity as it relates to the purpose behind data collection. Specificity is fundamentally about intentionality in gathering data, which is vital in effective health information management.