hhs annual records management training quizlet

OpDivs and StaffDivs must identify these federal records and determine how they will be managed. Keep your work area and computer clean of accumulating non-record materials. At minimum, a records management clause ensures that the Federal agency and the contractor are aware of their statutory records management responsibilities. You also create and receive some documents that are part of your daily workflow, but they dont capture important information about the Librarys work. Many emails are just day to day communications that dont document significant actions or decisions. The Act calls for agencies to establish a records management program consisting of policies, procedures, and activities to manage recorded information. NARA also determines which records should never be destroyed because they are historically important to the United States. These emails are transitory records, and you can delete them as soon as you are done with them. (NARA Bulletin 2010-05: Guidance on Managing Records in Cloud Computing Environments (2010)). The second phase of the records life cycle is Maintenance and Use. Records management training serves as a reminder of the responsibility to maintain and protect IHS records. (NARA Guidance on Records Management for Contracts)5. Start Preamble Start Printed Page 25740 AGENCY: Centers for Medicare & Medicaid Services (CMS), Department of Health and Human Services (HHS). Be careful not to include personal notes in your work-related notes or mix your personal papers with your work papers. However, if you received the document for informational purposes only and you dont need to do anything further, your copy is probably not a record; it is an extra copy given to you as a courtesy or reference, called a convenience copy. The official record copy is in someone elses custody. Every record in your office must be kept for a certain period of time, according to the disposition instructions listed in the LRS. 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). Include in your migration planning provisions for transferring permanent records in the cloud to NARA. The locations of all records should be listed in the File Plan. At which level is the Air Force Information Collections and Reports Management Program managed? Ensuring federal employees, contractors, interns, and fellows complete initial and annual records management training. Electronic Record And when it comes time to send records to storage, you cannot include any personal papers or or non-record materials with them. They do not document how the Library conducts business. Identify and separate all employee federal Records from Non-Record Materials and Personal Papers. HHS policy states that operating divisions (OPDIVs) are responsible for completing and maintaining PIAs on all systems (developmental and operational). This Policy does not supersede any other applicable law or higher-level agency directive or policy guidance. This Policy provides the framework for records management program guidance and operating procedures. 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 . In other words, the record is retired for a period of time. 12/31/2023. 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. Which publication contains a list of suggested items to be used in maintaining files? It is best to keep your personal information separate from your work information. Scheduled destruction is important because it controls costs and minimizes risks and inefficiencies in government operations. Personal papers are documentary materials belonging to an . Appointing the HHS Records Management Officer to guide and coordinate the HHS Records Management Program. Let your Records Liaison know if you think you have any records that are not listed in the File Plan. Always keep them separate from records.. 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. The format or medium doesnt matter. Courses 198 View detail Preview site Completing annual records management training. Bottom line do not use your personal email account for Library business. May 26, 2021. translate points on a graph calculator . Extra storage space for paper or electronic records costs money too. As a member, you'll also get unlimited access to over 88,000 lessons in math, Separate your personal papers from all your other documents. Convenience copies. Conducting periodic compliance evaluations of records management programs. Ensuring that social media content containing official records are maintained in accordance with HHS recordkeeping requirements. During this phase, the inactive record should still be kept, but it should be stored separately from active records that are still being used. Include instructions on conducting a records analysis, developing and submitting records retention schedules to NARA for unscheduled records in a cloud environment. Help your Records Liaison by paying attention to the File Plan and knowing if you have any records in your possession when its time to retire them. 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. Ensure that departing employees federal records have been identified and properly disposed of in accordance with approved records disposition schedules before the employees departure. Organizing files for efficient and effective retrieval. Keeping too much material costs the Library money and reduces efficiency and productivity. Define which copy of records will be declared as the agency's record copy and manage these in accordance with 36 CFR Part 1222. Remember, removal or destruction of records without proper authorization is illegal and punishable by law. All employees and contractors working at a Federal agency are required by law to create and keep records that document the agencys business. But records can also exist in other forms, such as audio and video recordings, websites and social media, electronic systems, or microfilm. 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). Providing records management expertise and participating in the review and development of proposed electronic records management systems. Each HHS OpDiv and StaffDiv must standardize file arrangement systems, filing procedures, and filing techniques of records. What is defined as the records an office uses frequently in current business or until a cutoff period is met? 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. These employees are identified by their positions, and their email accounts are designated as special accounts, called Capstone accounts. If you are using a screen reader application, continue with this course. 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. Remember that the records you create or receive at your Library job belong to the Federal government. 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. The content of the message determines whether it is a record. Would you expect to find an ionic compound of formula A1A2A_1 A_2A1A2? Instructions on how to download the files. If a cloud provider ceases to provide services, an agency must continue to meet its records management obligations. 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. How is the BRM notified of a pending staging request? Who works with RCs to properly identify vital records and establish a restoration and disaster recovery plan for paper and electronic records? The first phase of the records life cycle is Creation or Receipt. 3301 3324 (2011), Definition of Records, 44 U.S.C. 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. 44 U.S.C. Managing the records includes, but is not limited to, secure storage, retrievability, and proper disposition of all federal records, including transfer of permanently valuable records to NARA in a format and manner acceptable to NARA at the time of transfer. 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. 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. 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. 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. Who serves as technical advisor to the Air Force and reviews all requests for internal and public information collections? Records management objectives usually fall into one of three categories: Service (effective and efficient), Profit (or cost-avoidance), and. 200 Independence Avenue, S.W. 3106 (2011), Disposal of Records, 44 U.S.C. Recognize which materials you do and dont need to keep. OpDivs and StaffDivs must identify these federal records and determine how they will be managed. 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? 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 . Ensure that the chain of custody document has been completed and signed before the employee departs the agency. If an existing authority does not cover the content, a new schedule must be developed. The files should specify the start and end dates of the records they contain, so that you will know how long you must keep them. Think of them as very temporary records. Think about how much extra work and turmoil it would create if you didnt know where the necessary files were when it was time to train a new employee to take over someones job! If we dont dispose of records on schedule, the Library can waste time looking through records that should have already been destroyed. The third and final phase of the records life cycle is Disposition. Overstuffed file cabinets, congested office space, and overloaded computers make it hard to access needed information quickly, and that keeps us from working efficiently. That means your job is easy when it comes to what you should do with your emails that are records. It saves money by efficiently storing and disposing of documents that are no longer needed for business. The File Plan is also a very useful tool for organizing the work of your office, especially when staff transitions take place. Transitory records appear very often in our email, as well see in a moment. 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. Include instructions to periodically test transfers of federal records to other environments, including agency servers, to ensure the records remain portable. Download the .story file if you would like to edit or modify the lessons in Storyline. Please note that this appendix is subject to change at any time. Quiz, Physical & Electronic Records Management 10/01/2023. 2. They belong to you. 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. You will create or receive many different records during your Library career. English, science, history, and more. 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. 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. Storyline Source File - Most of our online lessons are built in Articulate 360. You will be reminded to organize your own records and destroy all the non-record materials you no longer need. 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? Washington, D.C. 20201 Do not dispose of them until you receive instructions from OGC that the litigation hold has been lifted. If an existing authority does not cover the content, a new schedule must be developed. Compliance with this Policy must be incorporated into applicable contract, grant, or memoranda of agreement language under separate cover, as appropriate.2. Disposition timing is based on a carefully calculated assessment of how long the records should be kept in the office so that they will be available if needed. Serving as the primary contacts responsible for overseeing the OpDivs records management program and ensure the OpDiv has up-to-date records management guidelines. When notified that an employee, contractor, intern, or fellow is transferring or leaving the Department, consult with departing employees to follow litigation records management procedures. Contact your Records Liaison for assistance if there are too many non-record materials to shred in the office. Those records are eventually transferred to the National Archives, where they are preserved forever. The HHS managers and supervisors are responsible for: Ensuring federal employees, contractors, interns, and fellows are aware of and adhere to HHS records management policies. Any documented materials related to work that do not fit the definition of a record are considered non-record materials. If so, the email message is a record and you must keep it in your Outlook mailbox. Document the agency's organization, structure, and achievements. 2023 Annual Ethics Training. Coordinating with OpDiv and StaffDiv RMs and RLs regarding all aspects of records management. 2003, Date: 11/26/2014), Universal Electronic Records Management Requirements (2017), HHS Agency Records Control Schedules (2019), General Record Schedule 6.1: Email Managed under a Capstone Approach (2017), HHS Policy for Rules of Behavior for Use of Information and IT Resources (2019), https://www.archives.gov/records-mgmt/policy/records-mgmt-language, https://www.archives.gov/about/laws/disposal-of-records.html, https://www.archives.gov/about/laws/records-management.html, https://www.archives.gov/about/regulations/regulations.html, https://www.archives.gov/about/laws/fed-agencies.html, https://www.law.cornell.edu/uscode/text/18/641, https://www.law.cornell.edu/uscode/text/18/2071, https://www.archives.gov/files/records-mgmt/policy/m-19-21-transition-to-federal-records.pdf, Disposition Dispose or destroy (temporary records) or transfer to NARA (permanent records). 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. 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. Within AFRIMS, how are permissions assigned? It helps the Library perform its mission efficiently and productively in serving Congress and the public. Your personal papers are not government records. 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. They are baseline ERM program requirements derived from existing NARA regulations, policy, and guidance. ), are collected, organized, and categorized to facilitate their preservation, retrieval, use, and disposition. What are the square footage requirements of a staging area? 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. Include instructions for determining if federal records in a cloud environment are covered under an existing records retention schedule. 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. Developing policies, standards, and procedures for records management. 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 We conduct a lot of business by email because its a quick, effective way to communicate with one another. 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. (44 U.S.C. This course covers the following information. Some records are more valuable as legal or historical evidence of the Librarys work than others. Illustrated below are four ions A1,A2,Z1-A_1, A_2, Z_1A1,A2,Z1, and Z2Z_2Z2 - showing their relative ionic radii. No additional guidance is required to implement this policy. Inserting a records management clause in contracts ensuring contractors are aware of and adhere to HHS records management policies. Share sensitive information only on official, secure websites. During this phase, the record that someone created or received is filed in the office and used for work. Your Liaison will make sure that the record is properly retired and separated from active records, according to the File Plan. Personal papers cannot be put into storage with records later on. Ensuring a departing contractors record materials, including email records, have been reviewed prior to the contractors departure. They just convey routine information, such as meeting reminders, staff whereabouts, announcements about Library events, and similar messages that inform you and your colleagues of activities but dont communicate significant information about your work. 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). Describe why Records Management is important to the Library. So how do you know which documents to keep and for how long? That means we are each responsible for documenting our Library work and saving it for an appropriate amount of time as an official record of how the Library serves Congress and the public. Which publication lists the filing procedures? The File Plan crosswalks the files in your office to the LRS, and its a very important records management tool. The responsibilities of the HHS Secretary include, but are not limited to, the following: The responsibilities of the HHS Assistant Secretary for Administration (ASA) include, but are not limited to, the following: The responsibilities of the HHS CIO include, but are not limited to, the following: The responsibilities of the HHS ARO include, but are not limited to, the following: The responsibilities of the OpDiv Chief Information Officers (CIOs) or OpDiv designated authority include, but are not limited to, the following: The responsibilities of the HHS Chief Information Security Officer (CISO) include, but are not limited to, the following: The responsibilities of the OpDiv Chief Information Security Officers (CISOs) include, but are not limited to, the following: The responsibilities of the OpDiv Records Management Officers (ROs) include, but are not limited to, the following: The responsibilities of the OpDiv and StaffDiv Records Managers (RMs) and Record Liaisons (RLs) include, but are not limited to, the following: The responsibilities of the OpDiv and StaffDiv Records Custodians (RCs) include, but are not limited to, the following: The responsibilities of Managers and Supervisors include, but are not limited to, the following: The responsibilities of Contracting Officers and Contracting Officer Representatives include, but are not limited to, the following: The responsibilities of all HHS employees, contractors, interns, and fellows include, but are not limited to, the following: The responsibilities of the Freedom of Information Act (FOIA) Official include, but are not limited to, the following: The responsibilities of the Office of the General Counsel (OGC) include, but are not limited to, the following: The responsibilities of the Office of Inspector General (OIG) include, but are not limited to, the following: The responsibilities of IT Infrastructure and Operations and System Managers include, but are not limited to, the following: HHS Privacy Information Management (PIM) is responsible for the development and management of this Policy.

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