hhs annual records management training quizlet
Records documenting the collections must remain separate from collections materials. Reviewing and making recommendations on requests for funding and acquisition of electronic recordkeeping systems in accordance with information technology capital planning, and investment control procedures. Contact your Records Liaison for assistance if there are too many non-record materials to shred in the office. Take good care of them while they are in your custody and obey the law by disposing of them properly. 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. Course Preview. You will receive your score and answers at the end. Enrolling in a course lets you earn progress by passing quizzes and exams. Please note that the accidental removal, defacing, alteration or destruction of Federal records is prohibited and can be punishable by law. January 1, 2021. Annual OSD Records and Information Management Training - Quizlet Many emails are just day to day communications that dont document significant actions or decisions. 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! If an existing authority does not cover the content, a new schedule must be developed. The multiple choice questions in this quiz will ask you about the basics of records management. 2071 (2011), National Archives and Records Administration, 44 U.S.C. The Librarys version of these instructions is called the Library of Congress Records Schedule, or LRS. You will create or receive many different records during your Library career. 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. What type of record is needed to continue day-to-day operations without interruption or mission degradation after a disaster or emergency? 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. The ions are shown in red carry a 1+1+1+ charge, and those shown in blue carry a 1- charge. The File Plan is also a very useful tool for organizing the work of your office, especially when staff transitions take place. Disposition represents the period of time when a record is no longer considered active, because it is no longer needed for current business. Active records must remain available until they are no longer needed on a regular basis. accurate and actionable information enhances decision making, thereby enabling timely support of the warfighter. Privacy Impact Assessments | HHS.gov 1236. Ensuring the technical security of the OpDiv electronic data records according to HHS and OpDiv standards. DO delete transitory records, non-record materials, and personal emails regularly, as soon as you no longer need them for information. 97154. These records are permanent. Think of them as very temporary records. And remember that your Library computer is government property. But dont ever destroy any records! Security Awareness and Training | HHS.gov This Policy must be reviewed, at a minimum, every three (3) years from the approval date. They belong to you. Files containing paper records may be stored in a central location, or at someones individual workstation. 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 format or medium doesnt matter. 3. Delegates oversight responsibility for the Department-wide records management program to the Chief Information Officer (CIO). Your interim drafts are not records. Distinguish between Federal records, non-record materials, and personal papers. ), are collected, organized, and categorized to facilitate their preservation, retrieval, use, and disposition. These items are called transitory records because they are only of short-term interest. The OSD Records and Information Management guidance can also be called? 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. Records may only be protected and classified at ______ level (s). 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. OpDivs and StaffDivs will conduct a formal evaluation on two of their records management programs annually. If you are responsible for records related to the Librarys collections, do not put any records into the collections themselves. Who must implement the AF Records Management Program for their organizations IAW AFI 33-322? 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. If you are using a screen reader application, continue with this course. (44 U.S.C. 3301 (2011), Coordination of Federal Information Policy (Paperwork Reduction Act of 1980, as amended, Paperwork Reduction Reauthorization Act of 1995, and Government Paperwork Elimination Act), 44 U.S.C. 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. You also create and receive some documents that are part of your daily workflow, but they dont capture important information about the Librarys work. 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. Delete or destroy transitory records as soon as you no longer need them for information. Personally Identifiable Information, or P.I.I., is a type of sensitive information that can be used to identify individuals, and it must always be protected from exposure to unauthorized people. Those records are eventually transferred to the National Archives, where they are preserved forever. Records management programs must manage organizational information so that it is timely, accurate, complete, cost-effective, accessible and useable. The unauthorized removal, concealment, falsification, mutilation, and/or disposition of official records is prohibited by law and is subject to penalty. Official records must be kept where other people can retrieve them easily, not mixed in with your personal files or belongings. The multiple choice questions in this quiz will ask you about the basics of records management. 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. 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. Food and Drug Administration, HHS. During a legal case, the Library may be required to search for all relevant documents in its possession. Dont worry, you wont have to give up any records you still need for your work. 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 files are compiled as SCORM 1.2. 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 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. Identification of Records, Nonrecord Materials, and Personal Papers Unlike temporary records, permanent records are never destroyed. Unscheduled records may not be destroyed or deleted. Completing requirements for a NARA certificate of Federal Records Management Training. Managing prompt disposal of temporary records stored in Federal Record Centers and the timely transfer of permanent records to NARA. If they do contain P.I.I., destroy them by shredding or putting them in the locked disposal box designated for sensitive information. 3301).18. Who grants the Managing Attorneys access to specific folders by request as necessary? Signed Appointment Letter - Record. If the OpDiv and StaffDiv has identified social media content as federal records, they must determine whether an existing disposition authority applies, including the General Records Schedule (GRS). Instructions on how to download the files. Extra storage space for paper or electronic records costs money too. May 26, 2021. translate points on a graph calculator . They capture evidence of the agencys organization, functions, policies, decisions, procedures, operations, or other business activities. 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. Records Management Program Staff / HHS Managers and Supervisors - HHS.gov If you are a system owner and you have questions about managing the records in your system, contact the Records Management office for help. The locations of all records should be listed in the File Plan. Cyber Exchange Training 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 Records Management Record Types - National Institutes of Health Consult with your Records Liaison or the NIH Records Officer if you are unsure how to manage your records. Each HHS OpDiv and StaffDiv must maintain a centralized file plan that includes the title and description of its records, including electronic media. It makes needed information available and easy to find so that Library programs can function smoothly. Because they do not capture evidence of the Librarys important actions or decisions, non-record materials do not need to be preserved. Coordinating with OpDiv and StaffDiv RMs and RLs regarding all aspects of records management. HHS Policy for Mobile Devices and Removable Media (2019).