The Federal Records Act of 1950 (The Act) defines a record as: All recorded information, regardless of form or characteristics, made or received by a federal agency under federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them, excluding library and museum material made or acquired and preserved solely for reference or exhibition purposes; or duplicate copies of records preserved only for convenience. Providing guidance and operational support for the implementation of litigation holds and other types of legally required holds on records and other documentary materials. However, if the copy provided you with information that you must act upon, your copy is a record. Who is responsible for working with Knowledge Managers, to assist organizational personnel with conducting searches of and properly preserving information, including ESI? 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. 2023 Supervisors and Managers: What You Need to Know about Whistleblower Protection, Prohibited Personnel Practices, and Retaliation, 2023 Uniformed Services Employment and Reemployment Rights Act, 2023 HHS Cybersecurity Awareness Training, 2023 Introductory Role-Based Training for Executives and Managers, 2023 Introductory Role-Based Training for IT Admin- Level 1, 2023 EEO Awareness and No FEAR Act Training, Federal employees, contractors & other users that support the operations and assets of the agency, Annual/ can be used to satisfy the annual Role Based Training Requirement, Federal employees, contractors & other users who are assigned to activate, support and sustain continuity operations, 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. Records are materials created or received by a Federal agency that document the agencys actions or decisions. 3101 3107 (2011), Unlawful Removal, Destruction of Records, 44 U.S.C. false. The most important thing to know is what to do with those records, so that you preserve them properly and keep them for the right amount of time, according to Federal law. Your work is evidence of the Librarys work. Purpose The purpose of this Policy is to establish the principles, responsibilities, and requirements for managing HHS records. It saves money by efficiently storing and disposing of documents that are no longer needed for business. NARA determines the disposition of all government records, based on what kind of information the records contain. But records can also exist in other forms, such as audio and video recordings, websites and social media, electronic systems, or microfilm. But they can also occur as paper documents and in other formats that are part of the regular exchange of information that takes place at work. Social (moral, ethical and legal) responsibility. Records can be numeric, graphic, and text information; media can include, but are not limited to, magnetic media, such as tapes and disks, and optical disks. 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. Thereafter, the employees must complete annual Records Management training throughout the life of the contract. Training Materials Catalog Questions, comments, suggestions, and requests for information about this Policy should be directed to HHSRecordsManagement@hhs.gov. These items are called transitory records because they are only of short-term interest. Who works with RCs to properly identify vital records and establish a restoration and disaster recovery plan for paper and electronic records? HHS OpDivs and StaffDivs must update their records schedules when there are program changes that will result in the establishment of new types of records and the transfer or termination of records, or an increase or decrease in the retention time of the records. What is assigned after the transfer request is approved? Who grants the Managing Attorneys access to specific folders by request as necessary? Unlike temporary records, permanent records are never destroyed. Records schedules must be in place for all HHS records. Save all records for the appropriate amount of time, according to the official instructions authorized by the Government. DO delete transitory records, non-record materials, and personal emails regularly, as soon as you no longer need them for information. AFQTPXXXXX_222RA, Records Management - User Training. junio 16, 2022 . Files containing paper records may be stored in a central location, or at someones individual workstation. If you work in CRS, the Copyright Office, or an Overseas office, talk to your Records Liaison for special instructions on destroying temporary records. You should not use it for a lot of personal business. And did you know that all records and extra copies that are kept too long can create problems in litigation? And its against the law to destroy them too soon! Include instructions on how data will be migrated to new formats, operating systems, etc., so that records are readable throughout their entire life cycles. Ensuring the technical security of the OpDiv electronic data records according to HHS and OpDiv standards. If you handle any permanent records, work with your Records Liaison to follow the File Plan and keep those records in the proper place for the proper amount of time. Transitory records appear very often in our email, as well see in a moment. ERM requirements are a starting point for OpDivs and StaffDivs to use when developing recordkeeping and record management system requirements. This is a time for your office to review its inventory of active records, update the File Plan, remove records that are eligible for disposition, and destroy unnecessary non-record materials. Explain. Ensuring that social media content containing official records are maintained in accordance with HHS recordkeeping requirements. HHS policy states that operating divisions (OPDIVs) are responsible for completing and maintaining PIAs on all systems (developmental and operational). Your Liaison will make sure that the record is properly retired and separated from active records, according to the File Plan. What is an automated management process which allows records professionals to prepare SF 135s? In other words, the record is retired for a period of time. Keep them well organized in your network folders so that the Records Management office will be able to preserve them for the proper amount of time and handle their disposition according to the LRS. You will need to go through a formal process to identify and request the documents you wish to take. (18 U.S.C. Ensuring OpDiv ROs incorporate records management principles and policies in all phases of the EPLC process. An official website of the United States government. Do not allow them to accumulate or get mixed in with more important records! 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. No additional guidance is required to implement this policy. 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. Providing guidance to the OpDiv ROs to ensure compliance with Records Management principles and policies in all phases of the Enterprise Performance Life Cycle (EPLC) process. If the contractor holds Federal records, the contractor must manage Federal records in accordance with all applicable records management laws and regulations, including but not limited to the Federal Records Act (44 U.S.C. Who must implement the AF Records Management Program for their organizations IAW AFI 33-322? After that, they will be automatically deleted, in compliance with official regulations from NARA and the Library. The millions of books, manuscripts, photographs, maps, and other items in the Librarys collections are not records. Upon completion of each assessment, agencies are required to make that PIA publicly available. 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). A system generated e-mail notification is sent. . Lets put all this information together and look at some examples of documents you might encounter at work. No additional procedural steps are required to implement this policy. Washington, D.C. 20201 Keep all records separate from convenience copies and personal papers. Once you no longer need to keep a record because you are finished working with it, tell your Records Liaison. Well determine if they are Federal records and whether you must keep them. 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. Coordinating records management issues with other federal and regulatory agencies, including NARA, OMB, GSA, GAO, and OPM. Just keep them in your email account, and the system will take care of the rest. Remember, removal or destruction of records without proper authorization is illegal and punishable by law. Recommend designation of Records Managers (RMs) to support the OpDiv ROs in the implementation of recordkeeping requirements for major programmatic and administrative records. The purpose of this Policy is to establish the principles, responsibilities, and requirements for managing HHS records. If you are directed to act on something discussed at the meeting, your copy of that information and any notes you take about it are government records. Records management training serves as a reminder of the responsibility to maintain and protect IHS records. Chapter 31)10. 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. (OMB/NARA Directive M-19-21, Transition to Electronic Records)12. Electronic Recordkeeping System (ERKS), 6.2.1.1. In this course, you will learn how to take proper care of the records you create and use here at the Library. Quiz, Business Records Classification & Categories If you are using a screen reader application, continue with this course. Would you expect to find an ionic compound of formula A1A2A_1 A_2A1A2? A space traveler whose mass is 115 kg leaves earth. 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. You will be able to take your personal papers with you, and you may do so without permission. These employees are identified by their positions, and their email accounts are designated as special accounts, called Capstone accounts. You will need to score at least 80% on this short quiz in order to finish the course. Many emails are just day to day communications that dont document significant actions or decisions. No. Please note that the accidental removal, defacing, alteration or destruction of Federal records is prohibited and can be punishable by law. NARA also determines which records should never be destroyed because they are historically important to the United States. Annual. If you dont need to act on it, your copy of the information distributed at the meeting is a convenience copy, and you do not need to keep it. Dont delete them. Records are media neutral. Whether something is a record is determined by the information it contains and how it is used. They belong to you. You will receive your score and answers at the end. 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 . Chain of custody refers to the chronological documentation or paper trail, showing custody, control, transfer, and disposition of federal records for departing or transferring employees. Agencys responsibility working with contractors, An OpDiv and StaffDiv maintains responsibility for managing its records whether they reside in a contracted environment or under agency physical custody (see 36 CFR Part 1222.32 (b)).4 Ensuring that all phases of the EPLC process comply with HHS Records Management principles and policies. 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. Records management training . Each HHS OpDiv and StaffDiv must maintain a centralized file plan that includes the title and description of its records, including electronic media. Applied Behavior Analysis Services Update. Overseeing the Department-wide records management program. File plans must be designed to enhance the current use of the files, the preservation of archival records, and the prompt and systematic disposition of permanent and temporary records according to the appropriate records schedule. Command Records Manager (CRM) and Agency Records Managers (ARM). 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. Suppose you create a work document on your computer and you continue to update it yourself. The content of the message determines whether it is a record. 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. LMS/SCORM - Download the LMS/SCORM file for use in your agency's learning management system. Which search requests are processed external to AFRIMS? Illustrated below are four ions A1,A2,Z1-A_1, A_2, Z_1A1,A2,Z1, and Z2Z_2Z2 - showing their relative ionic radii. You'll find questions that challenge your understanding of file record maintenance, contingency. annual osd records and information management training quizlet. 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. The File Plan is also a very useful tool for organizing the work of your office, especially when staff transitions take place. Resolve portability and accessibility issues through good records management policies and other data governance practices. You must have a JKO account to take this training. Do not delete your electronic records. Delete your transitory emails, non-record emails, and personal emails from your Outlook mailbox. 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. The agencies may describe these responsibilities in agreements among the participating offices or agencies. 200 Independence Avenue, S.W. 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 Ensuring OpDiv ROs are adequately trained and remain current on email policies and procedures. Air Force Times - Not a Record. 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 . 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 dispose of them until you receive instructions from OGC that the litigation hold has been lifted. Food and Drug Administration, HHS. Every record in your office must be kept for a certain period of time, according to the disposition instructions listed in the LRS. New incumbents must obtain the certificate within one year of assuming the position of Departmental ARO. Electronic recordkeeping system (ERKS) is an electronic system that captures, organizes, and categorizes records to facilitate their preservation, retrieval, use, and disposition (36 CFR 1220.18)8. Requesting funds for records storage costs. The life cycle spans the time period while the records are in the custody of the agency responsible for them. If they do contain P.I.I., destroy them by shredding or putting them in the locked disposal box designated for sensitive information. The File Plan crosswalks the files in your office to the LRS, and its a very important records management tool. 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. Preserve the content of electronic records, and their context and structure, over time. 2. Electronic Records Management System (ERMS). DATES: This will protect the information from being seen by unauthorized people. Your office should have a logical filing system that includes file folders for paper recordsand folders on a shared network drive for electronic documents. Does it contain evidence of the Librarys work, such as past or future actions or decisions? HHS records must be listed and described in an approved records schedule, and must be disposed of only as authorized by that schedule. Do NOT dispose of it. Include the agency records management officer and/or staff in the planning, development, deployment, and use of cloud computing solutions. Delete or destroy transitory records as soon as you no longer need them for information. The ions are shown in red carry a 1+1+1+ charge, and those shown in blue carry a 1- charge. 12/31/2023. You will create or receive many different records during your Library career. (NARA Guidance on Records Management for Contracts)5. Examples include personal notes, journals, correspondence, or other materials relating to your private or professional life outside the Library. The goal of the evaluations is to measure the effectiveness of records management programs and practices and to ensure that they comply with NARA regulations. 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. 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 These emails are transitory records, and you can delete them as soon as you are done with them. These requirements contain six sections based on the lifecycle of electronic records management: 6.2.3.1. (NARA Bulletin 2015-02: Guidance on Managing Electronic Messages (2015)), Agency records are the property of the federal government, not the property of individual employees, and must not be removed from the Department without proper authority. If an existing authority does not cover the content, a new schedule must be developed. 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. All other email accounts contain only temporary email records, which will eventually be destroyed. With guidance and approval from NARA, every Federal agency creates its own customized set of disposition instructions for the records it uses in its agency business. Official websites use .gov However, information about the collections, such as catalogs and acquisition documents, are records. Designating OpDiv ROs to oversee the records management program. At which level is the Air Force Information Collections and Reports Management Program managed? You probably already know that the National Archives is a majestic building in Washington, D.C. which preserves our nations most important historic documents. Ensuring a departing employees record materials, including email records, have been reviewed prior to the employees departure. No additional standards are required to implement this policy. To archive this Policy, approval must be granted, in writing, by the HHS CIO. But no matter where they are located, they should be organized and labeled in a way that everyone who is authorized to use them can find them easily. Headquarters Air Force (HAF), MAJCOM, Field Operating Agencies (FOA), Direct Reporting Units (DRU). What is the retention period of records retained in a staging area? Collect, organize, and categorize records to facilitate their preservation, retrieval, use, and disposition. Library and museum material made or acquired and preserved solely for reference or exhibition purposes or duplicate copies of records preserved only for convenience are not included (44 U.S.C. 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.. 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.
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