36 CFR 1220.14 Defines records management as: "The planning, controlling, directing, organizing, training, promoting, and other managerial activities involved with respect to records creation, records maintenance and use, and records disposition in order to achieve adequate and proper documentation of the policies and transactions of the federal government and effective and economical . Identifying and Safeguarding Personally Identifiable Information (PII) Version: 5.0 Length: 1 Hour. Ensuring OpDiv ROs incorporate records management principles and policies in all phases of the EPLC process. But did you know that the National Archives also performs another important function which affects us here at the Library every day? 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. Records Management Record Types - National Institutes of Health You must have a JKO account to take this training. Ensures authenticity, integrity, and reliability i.e., contains unchanged, redundant information (prevents unauthorized alternation, modification, concealment, or deletion). Launch Training. These instructions should include scheduling system documentation, metadata, and related records. 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 . Let your Records Liaison know if you think you have any records that are not listed in the File Plan. Files containing paper records may be stored in a central location, or at someones individual workstation. Purpose The purpose of this Policy is to establish the principles, responsibilities, and requirements for managing HHS records. DATES: Lets put all this information together and look at some examples of documents you might encounter at work. Your office should have a logical filing system that includes file folders for paper recordsand folders on a shared network drive for electronic documents. Dont worry, you wont have to give up any records you still need for your work. Notify the Records Management office immediately if you are concerned that this is about to happen or has already happened. May 26, 2021. translate points on a graph calculator . Before you destroy any non-record materials, always check for P.I.I. LMS/SCORM - Download the LMS/SCORM file for use in your agency's learning management system. The format or medium doesnt matter. Delegates oversight responsibility for the Department-wide records management program to the Chief Information Officer (CIO). 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. Who is at the lowest level on the Records Management hierarchy but their duties in the Records Management Program for their office are extremely important? (44 U.S.C. 1236. 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. hhs annual records management training quizlet Encouraging your child to run a kid's car wash can be an excellent choice of summer job. 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. Questions, comments, suggestions, and requests for information about this Policy should be directed to HHSRecordsManagement@hhs.gov. This Policy also applies to HHS employees, contractor personnel, grant recipients, interns, and other non-government persons supporting HHS. All employees and contractors are required to take annual records management training. Course Preview. Annual OSD Records and Information Management Training - Quizlet Your Records Liaison will work with you to fill out the request form, and your supervisor must approve the request, which must then be approved by the Librarys Records Officer. HHS Policy for Implementing Electronic Mail (Email) | HHS.gov The effective date of this Policy is the date on which the policy is approved. Dont forget, it is against the law to delete records without authorization! Which records uphold the legal rights and interests of individual citizens and their government and include research, social security, retirement, payroll, and insurance records? Examples include personal notes, journals, correspondence, or other materials relating to your private or professional life outside the Library. Each HHS OpDiv and StaffDiv must provide records management training to all staff to ensure they are aware of their responsibilities to maintain and safeguard department records, including the obligations under this Policy. Compliance with this Policy must be incorporated into applicable contract, grant, or memoranda of agreement language under separate cover, as appropriate.2. Selfie w/First Sergent - Not a Record. Disposition specifies how long a particular type of record must be kept in the office where it is being used, if and for how long it should be stored off-site, and, most importantly, when it must be destroyed or transferred to NARA for permanent safekeeping. The final version of your document is the official record copy, and you must keep it on your network shared drive. You should now be able to recognize what kinds of materials are and are not records. 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. If a cloud provider ceases to provide services, an agency must continue to meet its records management obligations. Provides document content, context, and structure. The current version of this Policy will always reside in the OCIO Policy Library. 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. Identifying and periodically update recordkeeping requirements for program and administrative records. To sum it up: Think carefully about every email message before you delete it. The millions of books, manuscripts, photographs, maps, and other items in the Librarys collections are not records. Do NOT delete official Library records from your email account. Document #: HHS-OCIO-PIM-2020-06-004Version #: 2.0Last Reviewed: May 2020Next Review: May 2023Owner: OCIO/PIMApproved By: Jose Arrieta, Chief Information Officer (CIO). Requesting funds for records storage costs. The multiple choice questions in this quiz will ask you about the basics of records management. Training Materials Catalog Ensuring that recordkeeping requirements are established, implemented, and periodically updated for all offices. With help from the Records Management office, your Records Liaison has created a File Plan for your entire office. 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. All contract employees who have access to (1) HHS federal information or a federal information system or (2) personally identifiable information, must complete the applicable OpDiv and StaffDiv Records Management training before performing any work under their contract. We use email to share different kinds of information, ranging from important records of Library business to momentary updates of who, what, when, and where. The agencies may describe these responsibilities in agreements among the participating offices or agencies. This instruction sets forth penalties associated with unauthorized concealment, removal, mutilation, obliteration or destruction of records without proper authority that are applicable to civilian and military personnel, including the Air Force Reserve and Air National Guard. Thereafter, the employees must complete annual Records Management training throughout the life of the contract. Destroy those convenience copies and other non-record materials youve been keeping that you no longer need. 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. The content and navigation are the same, but the refreshed design is more accessible and mobile-friendly. You probably already know that the National Archives is a majestic building in Washington, D.C. which preserves our nations most important historic documents. DO delete transitory records, non-record materials, and personal emails regularly, as soon as you no longer need them for information. They document the Librarys service to the public and to Congress. some examples of permanent information are day books of senior leaders. Records may only be protected and classified at ______ level (s). Give an example of a moving object that has a velocity vector and an acceleration vector in the same direction and an example of one that has velocity and acceleration vectors in opposite directions. AFQTPXXXXX_222RA, Records Management - User Training Because most of our office work is done on computers, most of the records we create exist in electronic form. 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. Food and Drug Administration, HHS. 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. 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. hhs annual records management training quizlet Records Management Basic Awareness 2023 - Library of Congress junio 16, 2022 . Ensuring proper recordkeeping of Authorization to Operate (ATO) approved systems. Your work is evidence of the Librarys work. Records Management Program Staff / HHS Managers and Supervisors - HHS.gov And did you know that all records and extra copies that are kept too long can create problems in litigation? No additional procedural steps are required to implement this policy. Appointing the HHS Records Management Officer to guide and coordinate the HHS Records Management Program. Include instructions to periodically test transfers of federal records to other environments, including agency servers, to ensure the records remain portable. Federal Register :: Patient Protection and Affordable Care Act, HHS Save all records for the appropriate amount of time, according to the official instructions authorized by the Government. What form is used by the BRM to maintain custody of and accountability for staged records and records transferred to other agencies? If they do contain P.I.I., destroy them by shredding or putting them in the locked disposal box designated for sensitive information. Most of the records you will create or receive at the Library are temporary, although you may be responsible for some permanent records as well. Service Management: Operations, Strategy, and Information Technology 7th Edition ISBN: 9780077475864 James Fitzsimmons, Mona Fitzsimmons 103 solutions Human Resource Management 15th Edition ISBN: 9781337520164 John David Jackson, Patricia Meglich, Robert Mathis, Sean Valentine 249 solutions Human Resource Management Jose Arrieta, Chief Information Officer (CIO), Scott W. Rowell, Assistant Secretary for Administration (ASA). Coordinating the development of OpDiv records schedules with the National Archives and Records Administration (NARA). Applied Behavior Analysis Services Update. Signed Appointment Letter - Record. Use automated processes to manage the electronic records of an agency. Which records are instrumental to the reconstruction of an organization during and after national security emergencies, other emergencies, or disaster conditions? Ensuring that social media content containing official records are maintained in accordance with HHS recordkeeping requirements. Your interim drafts are not records. Do not dispose of them until you receive instructions from OGC that the litigation hold has been lifted. Records schedules must be in place for all HHS records. Quiz Introduction - HHS.gov A template of a general records management clause for use in contracts or similar agreements can be found in Appendix D. 6.1.3.1. If transferring or leaving the Department, consult with supervisor and office records staff and follow records management procedures. So, if we are supposed to keep records, we need to know what they are and what they arent. During this phase, the inactive record should still be kept, but it should be stored separately from active records that are still being used. Remember that not all records are temporary. 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). Would you expect to find an ionic compound of formula A1A2A_1 A_2A1A2? Library collections. ), are collected, organized, and categorized to facilitate their preservation, retrieval, use, and disposition. All other email accounts contain only temporary email records, which will eventually be destroyed. Web Design System. In records management terms, our collections are library or museum materials acquired and preserved solely for reference or exhibition purposes. 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. Unlike temporary records, permanent records are never destroyed. Which search requests are processed external to AFRIMS? Personal papers may also include materials you brought with you to the Library, such as documents you created at a previous job. What is a mandatory Air Force-wide Information Management Standard Automated System? Completing annual records management training. 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 Cooperating with the Records Manager/Records Liaison and the OpDiv Records Management Officer in periodic evaluations of office records. Chapters 21, 29, 31, 33), and regulations of the National Archives and Records Administration (NARA) at 36 CFR Chapter XII Subchapter B). Unless you have a permanent Capstone account, your emails will be held in the Librarys email system for exactly seven years from the day they are created. Illustrated below are four ions A1,A2,Z1-A_1, A_2, Z_1A1,A2,Z1, and Z2Z_2Z2 - showing their relative ionic radii. If you are not sure if an email is a record, keep it! Keep your email records well organized too; file them in your Outlook Cabinet folders so that you know where to find those important messages if and when you need them. 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. This Policy does not address the supplemental preservation requirements for records associated with litigation, investigations, and audit matters. Organizing files for efficient and effective retrieval. The ions are shown in red carry a 1+1+1+ charge, and those shown in blue carry a 1- charge. 2071 (2011), National Archives and Records Administration, 44 U.S.C. Permanent records are records appraised by NARA as having sufficient historical or other value to warrant continued preservation by the Federal Government beyond the time it is needed for administrative, legal, or fiscal purposes. Resolve portability and accessibility issues through good records management policies and other data governance practices. Choose an answer and hit 'next'. These records are permanent. Air Force Times - Not a Record. 2. accurate and actionable information enhances decision making, thereby enabling timely support of the warfighter. An official website of the United States government. 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. 6.9.1. 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. And remember that your Library computer is government property. These employees are identified by their positions, and their email accounts are designated as special accounts, called Capstone accounts. Note that the Records Management office is located within OCIO. Unscheduled records may not be destroyed or deleted. Please note that the accidental removal, defacing, alteration or destruction of Federal records is prohibited and can be punishable by law. When working with a contractor, a Contracting Officer must include a records management clause in any contract or similar agreement. At minimum, a records management clause ensures that the Federal agency and the contractor are aware of their statutory records management responsibilities. Think about how difficult it is to find the document youre looking for in an overcrowded office full of outdated materials, or mixed in with hundreds of files on a computer. 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. Records Management Training Program | National Archives Chapter 15 - Records Management Program | Part 5 - The Indian Health It is documenting your direct role in the the business of the Library. Ensuring federal employees, contractors, interns, and fellows complete initial and annual records management training. Document the agency's organization, structure, and achievements. Managing our records preserves the Librarys 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. 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. Provides for compliance and disposition i.e., meets regulations and complies with agency records schedules. The locations of all records should be listed in the File Plan. The unauthorized removal, concealment, falsification, mutilation, and/or disposition of official records is prohibited by law and is subject to penalty. 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.