hhs annual records management training quizlet

You will still be able to access any archived email whenever you need to, until the end of its retention period, but you will find it in the archive rather than in your regular mailbox. The requirements are then either mandatory (Must Have) or preferred (Should Have). Assisting HHS OpDiv RO with implementing the agency records management program in their work areas. Does it contain evidence of the Librarys work, such as past or future actions or decisions? NOTE: This course is hosted on Joint Knowledge Online (JKO). The content of the message determines whether it is a record. Web Design System. OpDivs and StaffDivs should develop new records schedules if social media and instant messaging users enhance the content by adding comments, metadata or other information that becomes part of the complete record. Identifying federal records that were used to conduct agency business. Keep your work area and computer clean of accumulating non-record materials. The life cycle spans the time period while the records are in the custody of the agency responsible for them. Who provides guidance to tenants and BRMs on local support agreements for program assistance, training, electronic records storage, staff visits, staging or records shipping? These records must be managed in accordance with subchapter B, chapter XII, of Title 36, Code of Federal Regulations (CFR) and chapters 29, 31, 33, and 35 of Title 44, United States Code (U.S.C.). You will be able to take your personal papers with you, and you may do so without permission. Records management objectives usually fall into one of three categories: Service (effective and efficient), Profit (or cost-avoidance), and. Delete or destroy transitory records as soon as you no longer need them for information. If the OpDiv and StaffDiv has identified text messaging content as federal records, it must determine whether an existing disposition authority applies, including the General Records Schedule (GRS). 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. They are baseline ERM program requirements derived from existing NARA regulations, policy, and guidance. 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. Although you are not required to document everything you do every day at work, you are responsible for documenting any important actions you take or decisions you make that reflect the work of the Library. Health Information provides a beginners overview of what the HIPAA Rules require, and the page has links to security training games, . To sum it up: Think carefully about every email message before you delete it. You'll get practice applying the following skills: To learn more information about this verb basics, check out the related lesson, Records Management Basics: Terminology & Examples. Air Force Information Collections and Reports Management Program. . Notify the Records Management office immediately if you are concerned that this is about to happen or has already happened. Be sure to read about your responsibilities in handling P.I.I., which are described in the Librarys governing documents. The Act requires all federal agencies to create and preserve records that document the agencys organization, function, policies, decisions, procedures, and transactions. Remember, records are government property. Command Records Manager (CRM) and Agency Records Managers (ARM). Attention: This is an accessible version of the Records Management Basic Awareness course intended only for Library of Congress staff using screen-reader assistive technology. Assisting in investigating the unauthorized removal of records or the actual and potential threats to records (e.g., removal, alteration, or deliberate or accidental destruction). Ensuring the OpDiv ROs and RMs have adequate skills, training, resources, time, and appropriate authority to execute duties assigned. Each HHS OpDiv and StaffDiv must standardize file arrangement systems, filing procedures, and filing techniques of records. 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? May 26, 2021. translate points on a graph calculator . Purge non-record materials, personal papers and extra copies. Explain. It protects Library business from inappropriate or unauthorized access. Additional contract language can be found on NARAs web publication, Records Management for Contracts at https://www.archives.gov/records-mgmt/policy/records-mgmt-language. Your interim drafts are not records. The contractor must also ensure subcontractor compliance with this training requirement. 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. This course covers the following information. The effective date of this Policy is the date on which the policy is approved. Records management training serves as a reminder of the responsibility to maintain and protect IHS records. You will probably receive many non-record convenience copies in your Library career, and it is important that you know how to treat them differently from records. Ensuring the technical security of the OpDiv electronic data records according to HHS and OpDiv standards. And did you know that you should never use your personal email account for Library business? If you receive an instruction from the Office of the General Counsel directing you to save certain records, it is called a Litigation Hold. You must save those records and the related documents until the litigation hold is canceled by OGC. Contact your Records Liaison for assistance if there are too many non-record materials to shred in the office. All other trademarks and copyrights are the property of their respective owners. Unlike temporary records, permanent records are never destroyed. Air Force Records Information Management System (AFRIMS). HHS policy states that operating divisions (OPDIVs) are responsible for completing and maintaining PIAs on all systems (developmental and operational). And it helps the Library meet its responsibilities in case of a lawsuit. 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. Unscheduled records may not be destroyed or deleted. 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. So, if we are supposed to keep records, we need to know what they are and what they arent. Destroy those convenience copies and other non-record materials youve been keeping that you no longer need. Thats right. Records are materials created or received by a Federal agency that document the agencys actions or decisions. 200 Independence Avenue, S.W. true. Include instructions on conducting a records analysis, developing and submitting records retention schedules to NARA for unscheduled records in a cloud environment. Turn your interview guide over to your HR Staffing Specialist at the end of the interview process, so that it can be preserved as a government record. And its against the law to destroy them too soon! Someone else is. That means your job is easy when it comes to what you should do with your emails that are records. If an existing authority does not cover the content, a new schedule must be developed. HHS records must be listed and described in an approved records schedule, and must be disposed of only as authorized by that schedule. Recordkeeping within a particular program. 12/31/2023. Choose an answer and hit 'next'. Delete your transitory emails, non-record emails, and personal emails from your Outlook mailbox. The most common forms are paper or electronic documents, including email. Of course, he should enjoy being . During a legal case, the Library may be required to search for all relevant documents in its possession. 2901 2910 (2011), Records Management by Federal Agencies, 44 U.S.C. It is documenting your direct role in the the business of the Library. Enrolling in a course lets you earn progress by passing quizzes and exams. Welcome to the Records Management Awareness training course. When employees retire or move on from your office and new employees are hired, it is essential to have an up-to-date File Plan that identifies the important documents needed to keep your business functioning smoothly and where they are located. Extra copies of documents are non-record materials, and you can keep them as long as you need them for work, but no longer than that. (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. And it is the law because proper record keeping is essential to a responsive and responsible government. 3101 3107 (2011), Unlawful Removal, Destruction of Records, 44 U.S.C. Ensuring a departing employee complies with policies and procedures regarding preservation, transfer, and deleting of records. Violations by Title 32 Air National Guard military personnel 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. Ensuring that information systems intended to carry out electronic records management align with NARAs and HHSs requirements for records stored in an electronic recordkeeping system. Separate them from other documents and keep them in a safe place. annual osd records and information management training quizlet. Cooperating with the Records Manager/Records Liaison and the OpDiv Records Management Officer in periodic evaluations of office records. Compliance with this Policy must be incorporated into applicable contract, grant, or memoranda of agreement language under separate cover, as appropriate.2. If kept there, such personal papers must be clearly designated as such and maintained separately from Federal records and nonrecords. Inserting a records management clause in contracts ensuring contractors are aware of and adhere to HHS records management policies. 2101 2120 (2011), Records Management by the Archivist of the United States and by the Administrator of General Services, 44 U.S.C. 97154. Ensuring that recordkeeping requirements are established, implemented, and periodically updated for all offices. Do not change, destroy, or overwrite those edited copies. The following template is associated with the Policy: The following is a general clause that an agency can modify to fit the planned type of service and specific agency records management needs. Welcome to the Records Management Awareness training course. Files containing paper records may be stored in a central location, or at someones individual workstation. Catalogs, newsletters, listserv emails, or other unsolicited materials you receive from external organizations for the purpose of sharing information or marketing their offerings are not records. Selecting the Launch Training button will redirect you to JKO. Official records must be kept where other people can retrieve them easily, not mixed in with your personal files or belongings. If you are NOT using a screen reader application, you have clicked on the wrong link. Records documenting the collections must remain separate from collections materials. Delegates oversight responsibility for the Department-wide records management program to the Chief Information Officer (CIO). Who serves as technical advisor to the Air Force and reviews all requests for internal and public information collections? Overseeing the Department-wide records management program. Identifying and Safeguarding Personally Identifiable Information (PII) Version: 5.0 Length: 1 Hour. When notified that a contractor is transferring or leaving the Department, consult with departing contractors to follow litigation records management procedures. Let your Records Liaison know if you have any records that are not listed in the File Plan or if you have any records that are no longer active and can be transferred to the Records Management office for storage or dispositionand. Once an email message is 180 days old, it is automatically transferred from Outlook to the email archiving system, which you can access through Outlook. Remember, always keep government records separate from personal papers! An official website of the United States government. Any documented materials related to work that do not fit the definition of a record are considered non-record materials. Most employees at the Library only create or receive temporary email records. Save all records for the appropriate amount of time, according to the official instructions authorized by the Government. An ERKS may be either a distinct system designed specifically to provide recordkeeping functionality, or it may be a module within, or a part of, another system (such as an application system or an electronic document management system). 6.1.4.1. This Policy does not address the supplemental preservation requirements for records associated with litigation, investigations, and audit matters. Scheduled destruction is important because it controls costs and minimizes risks and inefficiencies in government operations. And did you know that all records and extra copies that are kept too long can create problems in litigation? Annual. Convenience copies. Bottom line do not use your personal email account for Library business. 1. 6.2.2.1 Universal ERM requirements identify high level business needs for managing electronic records. Just by doing your work, you are probably creating or receiving government records without even thinking about it. ), are collected, organized, and categorized to facilitate their preservation, retrieval, use, and disposition. Quiz, Records Life Cycle: Definition & Stages (44 U.S.C. 3106 (2011), Disposal of Records, 44 U.S.C. It preserves the Librarys institutional knowledge and history. 09/01/2023. Which search requests are processed external to AFRIMS? Take good care of your records, keep them organized and accessible to others who need them, and separate them from your personal papers and non-record materials. AF Achievement Medal w/Order Number - Record. This Policy applies to all HHS components, as well as organizations conducting business for or on behalf of HHS through contractual, grant-making, or other relationships. ACTION: Final rule. It helps the Library perform its mission efficiently and productively in serving Congress and the public. What type of record is needed to continue day-to-day operations without interruption or mission degradation after a disaster or emergency? HHS Policy for Implementing Electronic Mail (Email) Records Management (2019). If they do contain P.I.I., destroy them by shredding or putting them in the locked disposal box designated for sensitive information. 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. The third and final phase of the records life cycle is Disposition. Agencies should plan for this contingency. If they do not contain P.I.I., destroy them by recycling them. 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. Selfie w/First Sergent - Not a Record. Notifying the Archivist of the United States of any actual, impending, or threatened unlawful removal, defacing, alteration, corruption, deletion, erasure, or other destruction of records in the custody of the agency. HHS recently implemented new software to manage its PIA drafting and review processes. Introductory training that builds organizations of professionals with working privacy knowledge. Recognize which materials you do and dont need to keep. It protects the rights of the Library, its employees, and its customers. Quiz, Maintaining Record Confidentiality A system generated e-mail notification is sent. It is equally important to destroy less valuable records or convenience copies and other non-record materials soon after they are no longer needed. The maximum penalty for the willful and unlawful destruction, damage, or alienation of Federal records is a $2,000 fine, 3 years in prison, or both. 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. Include instructions for determining if federal records in a cloud environment are covered under an existing records retention schedule. You will create or receive many different records during your Library career. hhs annual records management training quizletchaska community center day pass. Huntersville-Bryton, NC - S. Old Statesville Rd 11124 S. Old Statesville Road Huntersville, NC 28078 . The HHS Records Management Officer collaborates with HHS OpDivs and NARA to execute the HHS Records Management Program in accordance with this instruction. A .gov website belongs to an official government organization in the United States. 302 quizzes. Reviewing disposition schedules for official records for legal sufficiency and provides instructions for implementing litigation holds required to comply with legal requirements. Take good care of them while they are in your custody and obey the law by disposing of them properly. 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. However, such policies by themselves will not address an agency's compliance with the Federal Records Act and NARA regulations.
Deities Associated With Oranges, Why Did Yolanda Mcclary Leave Cold Justice, Articles H