After completing this course, you should be able to: The fundamental reason we practice records management is because it is the law. And remember that your Library computer is government property. ACTION: Notice. (NARA Bulletin 2014-02: Guidance on Managing Social Media Records (2014)), The use of text messaging may create federal records that must be captured and managed in compliance with federal records management laws, regulations, and policies. At the Assistant Secretary level or equivalent, has direct responsibility for ensuring that the agency efficiently and appropriately complies with all applicable records management statutes, regulations, and policies. If an existing authority does not cover the content, a new schedule must be developed. Which publication lists the filing procedures? Department of Health and Human Services (HHS) Annual Records Management Training Main Content Records Management at HHS Employees and contractors will: Organize files in a manner that facilitates efficient and effective retrieval of information. At the end of this phase, the Records Management office will destroy the records or transfer them to the National Archives, following the instructions listed in the LRS.. If kept there, such personal papers must be clearly designated as such and maintained separately from Federal records and nonrecords. Quiz & Worksheet - Record Management Basics, refers to recording office conversations regarding maintenance, refers to the physical cleaning of records, Records Management Basics: Terminology & Examples, IAAP CAP Exam Study Guide - Certified Administrative Professional Course Practice, Records Management Basics: Terminology & Examples The agency also remains responsible under the laws and regulations cited above for ensuring that applicable records management laws and regulations are complied with through the life and termination of the contract. false. HHS records must be listed and described in an approved records schedule, and must be disposed of only as authorized by that schedule. The multiple choice questions in this quiz will ask you about the basics of records management. The National Archives and Records Administration, or NARA, oversees how all Federal agencies manage their records, from creation through disposal. You are not responsible for filing and preserving or disposing of the official record copy of that document. To archive this Policy, approval must be granted, in writing, by the HHS CIO. It is documenting your direct role in the the business of the Library. hhs annual records management training quizletchaska community center day pass. This course is designed to help you know your basic responsibilities for managing federal records, including the laws, policies, and procedures that govern federal records management. But dont ever destroy any records! AF Achievement Medal w/Order Number - Record. What are his weight and mass. Note that the Records Management office is located within OCIO. Quiz, Business Records Classification & Categories Has direct responsibility for ensuring that the department or agency efficiently and appropriately complies with all applicable records management statutes, regulations, NARA Policy, and Presidential Directives. If you have included any personal information in your work documents, it will become part of the record the Library keeps, unless you remove it first. AFQTPXXXXX_222RA, Records Management - User Training. Ensuring that social media content containing official records are maintained in accordance with HHS recordkeeping requirements. When its time for you to separate from the Library, you will need to work with your Records Liaison to turn in all the paper and electronic records you have been keeping, delete all non-record emails and personal documents from your computer, and fill out a few special forms. Records Management Training - Additional to Security Awareness training, the HHS Records Management Training is a mandatory requirement outlined in the HHS Policy for Records Management and the Office of Management and Budget (OMB)/National Archives and Records Administration (NARA) joint Directive M-19-21, Transition to Electronic Records. They dont need to be kept as records, even though they inform us of activities. Recognize which materials you do and dont need to keep. Records can exist in any form that captures information. However, if the copy provided you with information that you must act upon, your copy is a record. Records are managed using the three phases of the records lifecycle: Effective and efficient management of records provides the information foundation for decision-making at all levels, mission planning and operations, personnel services, legal inquiries, business continuity, and preservation of U.S. history. Separate them from other documents and keep them in a safe place. Dont delete them. Each OpDiv and StaffDiv is responsible for establishing, in consultation with continuity of operations (COOP) points of contact, an Essential Records program to select and safeguard records that would be required to ensure continuity of essential functions during and following a national disaster. 2023 Records Management. Ensuring a departing contractor complies with policies and procedures regarding preservation, transfer, and deleting of records. 641 and 2071)11. Headquarters Air Force (HAF), MAJCOM, Field Operating Agencies (FOA), Direct Reporting Units (DRU). With help from the Records Management office, your Records Liaison has created a File Plan for your entire office. Managing our records preserves the Library's operational history, and it helps us do our day to day work more efficiently too; we all need to be able to locate, share, and use the information we need when we need it. Ensures authenticity, integrity, and reliability i.e., contains unchanged, redundant information (prevents unauthorized alternation, modification, concealment, or deletion). Do not delete your electronic records. 2071 (2011), National Archives and Records Administration, 44 U.S.C. 44 U.S.C. English, science, history, and more. The most important records the Library creates are permanent and must eventually be transferred to NARA rather than destroyed. Remember, always keep government records separate from personal papers! Document the agency's organization, structure, and achievements. Records management training serves as a reminder of the responsibility to maintain and protect IHS records. All career federal financial disclosure filers and OpDiv and StaffDiv supervisors are also able to determine whether they would like to make this training mandatory for their employees. OpDivs and StaffDivs must identify these federal records and determine how they will be managed. (36 CFR 1224.10(c))6. You must have a JKO account to take this training. Records are media neutral. Whether something is a record is determined by the information it contains and how it is used. 2901(2)).3, 6.1.1. (18 U.S.C. It is best to keep your personal information separate from your work information. CRM/ARM (Command/Agency Records Managers). Of course, he should enjoy being . Explain. We will look at that distinction shortly. Integrating records management procedures and activities into HHS Chief Information Officer (CIO) policy and planning. Ensure that the departing employees federal records have been turned over to the appropriate successor or official to permit continued preservation of the Department federal records. What is the retention period of records retained in a staging area? Records documenting the collections must remain separate from collections materials. HHS recently implemented new software to manage its PIA drafting and review processes. Use of contractor's site and services may require management of Federal records. Most employees at the Library only create or receive temporary email records. You should not use it for a lot of personal business. 3. During this phase, the record that someone created or received is filed in the office and used for work. The locations of all records should be listed in the File Plan. Command Records Manager (CRM) and Agency Records Managers (ARM). What is an automated management process which allows records professionals to prepare SF 135s? Questions, comments, suggestions, and requests for information about this Policy should be directed to HHSRecordsManagement@hhs.gov. Ensuring OpDiv ROs are adequately trained and remain current on email policies and procedures. You will find helpful resources on their website. junio 16, 2022 . Your Records Liaison will maintain custody of the File Plan, but you should keep track of which records you have so that you can help your Liaison keep the File Plan up to date. But if you wish to take copies of Library records (which are non-record materials), you must get special permission from the Library. Ensuring HHS oversight and compliance with Federal Information Security Management Act (FISMA) to include the development and maintenance of the overall security of HHS IT systems and system inventory. Each HHS OpDiv and StaffDiv must maintain a centralized file plan that includes the title and description of its records, including electronic media. Food and Drug Administration, HHS. The unauthorized removal, concealment, falsification, mutilation, and/or disposition of official records is prohibited by law and is subject to penalty. Purge non-record materials, personal papers and extra copies. The files are compiled as SCORM 1.2. This is when a document first becomes a record, because it is created or received by someone at the Library as part of conducting Library business. How is the BRM notified of a pending staging request? Per 36 CFR ___ all automated information systems are required to implement an approved records disposition schedule into them. All rights reserved. An ERMS: 6.1.2. They will guide your office in managing its records properly and helping you determine which documents are records. Each HHS OpDiv and StaffDiv must standardize file arrangement systems, filing procedures, and filing techniques of records. If they do not contain P.I.I., destroy them by recycling them. Who grants the Managing Attorneys access to specific folders by request as necessary? A lock (LockA locked padlock) or https:// means youve safely connected to the .gov website. It enables the Library to respond quickly and thoroughly to Congressional requests, legal investigations, audits, and other requests for Library records. The first phase of the records life cycle is Creation or Receipt. Annual OSD Records and Information Management Training (2022) 5.0 (2 reviews) Term 1 / 18 DHA's SharePoint must be configured to comply with record keeping requirements to be approved to manage official agency records Click the card to flip Definition 1 / 18 True Click the card to flip Flashcards Learn Test Match Created by kdalleva1987 Upon completion of each assessment, agencies are required to make that PIA publicly available. They document the Librarys service to the public and to Congress. The pay rate for a 15-year-old will vary from job to job. Completing requirements for a NARA certificate of Federal Records Management Training. Appointing the HHS Records Management Officer to guide and coordinate the HHS Records Management Program. All Federal records have a life cycle. NARA also determines which records should never be destroyed because they are historically important to the United States. Files containing paper records may be stored in a central location, or at someones individual workstation. And its against the law to destroy them too soon! conducts health studies, assemblies, and education training to pretend exposure to hazardous substances in waste sites CDC: centers for disease control and prevention monitors and prevents outbreaks of diseases including maintaining stats and providing immunizations CMS: centers for medicare and medicaid services Match the document to the correct record type: Routing Slip - Not a Record. Reviewing responsive federal records provided by HHS employees, contractors, interns, and fellows for release to the public under the FOIA. It protects the rights of the Library, its employees, and its customers. The contractor must also ensure subcontractor compliance with this training requirement. After you pass the quiz, proceed to the course conclusion. The life cycle spans the time period while the records are in the custody of the agency responsible for them. Document #: HHS-OCIO-PIM-2020-06-004Version #: 2.0Last Reviewed: May 2020Next Review: May 2023Owner: OCIO/PIMApproved By: Jose Arrieta, Chief Information Officer (CIO). What is the retention period for records transferred to NARA? The effective date of this Policy is the date on which the policy is approved. Approval of the schedules must be obtained from NARA in accordance with Subchapter B, chapter XII of Title 36, Code of Federal Regulations. Reviewing disposition schedules for official records for legal sufficiency and provides instructions for implementing litigation holds required to comply with legal requirements. This U.S. Department of Health and Human Services (HHS) Policy for Implementing Electronic Mail (Email) Records Management, herein referred to as Policy, updates and supersedes the previous version (dated December 29, 2016), as well as the Senior Agency Official for Records Management's (SAORM's), "Notification of Email . Designating OpDiv ROs to oversee the records management program. Course Preview. That can be a time-consuming and risky process, because you are not allowed to remove any information that is part of the government record. ERMS, often referred to as a records management application (RMA), is an electronic management system in which any agency records, regardless of format (paper, electronic, microform, etc. The File Plan is also a very useful tool for organizing the work of your office, especially when staff transitions take place. Coordinating records management issues with other federal and regulatory agencies, including NARA, OMB, GSA, GAO, and OPM. All employees and contractors are required to take annual records management training. After that, they will be automatically deleted, in compliance with official regulations from NARA and the Library. However, information about the collections, such as catalogs and acquisition documents, are records. It helps the Library perform its mission efficiently and productively in serving Congress and the public. What is defined as the official, or file, or coordination copy created by an action office, complete with coordination's, enclosures, or related background papers that form a complete file or history of the action? 09/01/2023. Those records are eventually transferred to the National Archives, where they are preserved forever. In order to make sure we keep records for the appropriate amount of time, we follow specific instructions issued by the National Archives and Records Administration. You will need to go through a formal process to identify and request the documents you wish to take. Coordinating the development and implementation of the HHS records program. During a legal case, the Library may be required to search for all relevant documents in its possession. All organizations collecting or maintaining information or using or operating information systems on behalf of the Department are also subject to the stipulations of this Policy. Whenever you have questions about managing your records, ask your Records Liaison for assistance. It helps the Library continue to operate in the event of a disaster. Signed Appointment Letter - Record. true. However, if other people make significant changes to your document, the drafts containing those changes are records and you must keep them. They document official Library business. When notified that a contractor is transferring or leaving the Department, consult with departing contractors to follow litigation records management procedures. Just like with paper files, your electronic files should be logically organized, clearly named, and dated. This U.S. Department of Health and Human Services (HHS) Policy for Records Management, herein referred to as Policy, updates and supersedes the previous version (HHS-OCIO-2016-0004-002, dated June 22, 2016). Create your account to access this entire worksheet, A Premium account gives you access to all lesson, practice exams, quizzes & worksheets, IAAP CAP Exam Study Guide - Certified Administrative Professional. It saves money by efficiently storing and disposing of documents that are no longer needed for business. (44 U.S.C. Working with the OpDiv RO to establish and update records schedules for electronic system. Annual. hhs annual records management training quizlet Encouraging your child to run a kid's car wash can be an excellent choice of summer job. Providing copies of responsive federal records to the appropriate Freedom of Information Act Official when requested by the public. Your work is evidence of the Librarys work. Inserting a records management clause in contracts ensuring contractors are aware of and adhere to HHS records management policies. These designations help vendors determine what functions their tools must perform, as opposed to those that are ideal. Include in your migration planning provisions for transferring permanent records in the cloud to NARA. Disposition represents the period of time when a record is no longer considered active, because it is no longer needed for current business. Official websites use .gov Department of Health and Human Services (HHS) OCIO-2007-0004.001 "HHS Policy for Records Management," November 25, 2015 . In addition, training employees on the fundamentals of managing their records accomplishes at least three important organizational purposes: (1) employees are better able to protect the organizational interests with this knowledge; (2) lawyers will gain a higher degree of employee respect when they demonstrate how straightforward managing their Introductory training that builds organizations of professionals with working privacy knowledge. 552a (2016), Producing Documents, Electronically Stored Information, and Tangible Things, or Entering onto Land, for Inspection and Other Purposes, Federal Rules of Civil Procedures, Rule 34 (2014), Delivering Government Solutions in the 21, National Archives and Records Administration (NARA) Bulletin 2010-05: Guidance on Managing Records in Cloud Computing Environments (2010), NARA Bulletin 2014-02: Guidance on Managing Social Media Records (2014), NARA Bulletin 2015-02: Guidance on Managing Electronic Messages (2015), NARA Criteria for Successfully Managing Permanent Electronic Records, (2018), NARA Guidance on Records Management Language for Contracts (2019), OMB Circular A-130, Management Information as a Strategic Resource (2016), OMB/NARA Directive M-12-18, Managing Government Records Directive (2012), OMB M-14-16, Guidance on Managing Email (2014), OMB/NARA Directive M-19-21, Transition to Electronic Records (2019), Public Law 113-187: Presidential and Federal Records Act Amendments of 2014, (128 Stat. Include the agency records management officer and/or staff in the planning, development, deployment, and use of cloud computing solutions. Washington, D.C. 20201 Using information from the System Inventory in the various reporting and oversight requirements. Let your Records Liaison know if you think you have any records that are not listed in the File Plan. (44 U.S.C. Any Library records that you create or modify using your personal email account belong to the government, and Library policy requires you to forward them to your Library email account within 20 days. Who serves as the Office of Primary Responsibility for the management and oversight of the Search Request and Litigation Hold process? That period may range from very short to very long, but temporary records must be destroyed at some point, once they are no longer needed for regular business. The same rules youve learned about all along apply to the email messages you create or receive too. Of course, you should do this year-round, but you can also use this annual exercise to catch up on good records management: Except for personal papers, the documents you accumulate at the Library belong to the Federal government. The penalties for the unlawful or accidental removal, defacing, alteration, or destruction of federal records or the attempt to do so, include a fine, imprisonment, or both. NARA has also determined that a small percentage of records produced by Federal agencies have historic value and must be preserved forever in the National Archives. Dont worry, email archiving is an efficient way to store older messages, and you will find that it has a very powerful search engine, so you should be able to find your archived emails easily if and when you need them. Resolve portability and accessibility issues through good records management policies and other data governance practices. Personal papers are documents you keep at work that are not created or used to conduct Library business. Your duplicate copy of any document that someone else created is not a government record as long as it does not require you to take any direct action or make a decision that impacts the Library. Many documents contain information on how the Library conducts business; but not every copy needs to be kept as an official record. Applied Behavior Analysis Services Update. Keep all records separate from convenience copies and personal papers. Include instructions on how data will be migrated to new formats, operating systems, etc., so that records are readable throughout their entire life cycles. Click here to take the All-staff version of the course. Keep your office clear of the records you no longer need for regular work, and keep in touch with your Records Liaison to make sure you are following the proper rules for disposing of records that you no longer need. Do not allow them to accumulate or get mixed in with more important records! Because they do not capture evidence of the Librarys important actions or decisions, non-record materials do not need to be preserved. If transferring or leaving the Department, consult with supervisor and office records staff and follow records management procedures. Unless otherwise noted, these requirements apply to all electronic records systems, whether on microcomputers, minicomputers, or mainframe computers, regardless of storage media, in the network or stand-alone configurations. Your supervisor will not be able to approve your separation papers until all your records management responsibilities have been met, so plan ahead and allow plenty of time to complete the process! Which records uphold the legal rights and interests of individual citizens and their government and include research, social security, retirement, payroll, and insurance records? This Policy provides the framework for records management program guidance and operating procedures. Records schedules must be in place for all HHS records. The second phase of the records life cycle is Maintenance and Use. Study with Quizlet and memorize flashcards containing terms like DHA's SharePoint must be configured to comply with recordkeeping requirements to be approved to manage official agency records., Penalties for unlawful or accidental removal, defacing, alteration, or destruction of Federal records or the attempt to do so, include a fine, imprisonment, or both., Non-record materials can be . Please note that this appendix is subject to change at any time. Violations by Title 32 Air National Guard military personnel And did you know that all records and extra copies that are kept too long can create problems in litigation? Chapters 21, 29, 31, 33), and regulations of the National Archives and Records Administration (NARA) at 36 CFR Chapter XII Subchapter B). Unlike temporary records, permanent records are never destroyed. Records may only be protected and classified at ______ level (s). Records must be preserved for an appropriate amount of time, based on their content, because they document how the agency serves the public or they contain information that is historically valuable to the United States. (NARA Bulletin 2010-05: Guidance on Managing Records in Cloud Computing Environments (2010)). Stock publications. They capture evidence of the agencys organization, functions, policies, decisions, procedures, operations, or other business activities. If you work in CRS, the Copyright Office, or an Overseas office, talk to your Records Liaison for special instructions on destroying temporary records. LMS/SCORM - Download the LMS/SCORM file for use in your agency's learning management system. Which publication contains a list of suggested items to be used in maintaining files? Agencies should plan for this contingency. Please note: If you serve on a hiring selection panel, the Structured Interview Guide you will fill out during the interview process is a record. In order to maintain all HHS records in accordance with applicable statutory and regulatory requirements, each OpDiv and StaffDiv is required to establish and maintain a records management program meeting the following minimum requirements: Records management is the planning, controlling, directing, organizing, training, promoting, and other managerial activities related to the creation, maintenance and use, and disposition of records, carried out in such a way as to achieve adequate and proper documentation of Federal policies and transactions and effective and economical management of agency operations. annual osd records and information management training quizlet. Within AFRIMS, how are permissions assigned? 3301(a)(1)(A)-(B) (2008).1. 12/31/2023. In special cases, you may need to hold on to certain records past their disposition date due to legal activity involving those records. Destroy those convenience copies and other non-record materials youve been keeping that you no longer need. But did you know that the National Archives also performs another important function which affects us here at the Library every day? Plus, get practice tests, quizzes, and personalized coaching to help you succeed. What is defined as a storage area that receives and maintains inactive records in less costly space and equipment than Air Force uses in current files areas? Which search requests are processed external to AFRIMS? And while were on the subject of meetings, if you are conducting the meeting or if you are taking the official minutes, your copy of the agenda and your official notes are records, of course. The Act calls for agencies to establish a records management program consisting of policies, procedures, and activities to manage recorded information. Would you expect to find an ionic compound of formula A1A2A_1 A_2A1A2?
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