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. Who is responsible for working with Knowledge Managers, to assist organizational personnel with conducting searches of and properly preserving information, including ESI? JKO Records Management (Pre-Test) Questions and Answers - I Hate CBT's 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. 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. 20 Questions and Answers on the Fundamentals of Records Management Recordkeeping within a particular program. Would you expect to find an ionic compound of formula A1A2A_1 A_2A1A2? 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. It helps the Library perform its mission efficiently and productively in serving Congress and the public. You dont need permission to destroy them. Good records management provides many benefits to us and the people we serve. Data governance typically addresses interoperability of computing systems, portability of data (able to move from one system to another), and information security and access. Select QUIZ to continue. OpDivs and StaffDivs must identify these federal records and determine how they will be managed. Ensuring a departing employees record materials, including email records, have been reviewed prior to the employees departure. Separate your personal papers from all your other documents. Ensuring the technical security of the OpDiv electronic data records according to HHS and OpDiv standards. annual osd records and information management training quizlet Annual OSD Records and Information Management Training (2022) - Quizlet 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. (18 U.S.C. The maintenance of personal papers in agency space and equipment may require agency approval and also compliance with Federal and agency requirements. how information is managed is dependent on all of the following, EXCEPT: the volume of information. 3. Upon completion of each assessment, agencies are required to make that PIA publicly available. 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. Distinguish between Federal records, non-record materials, and personal papers. conducts health studies, assemblies, and education training to pretend exposure to hazardous substances in waste sites CDC: centers for disease control and prevention monitors and prevents outbreaks of diseases including maintaining stats and providing immunizations CMS: centers for medicare and medicaid services 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. Classified, contain controlled unclassified, or require sensitive handling. The requirements are either program requirements, relating to the design and implementation of an agencys ERM policies and procedures, or system requirements, providing technical guidance to vendors in creating ERM tools and specifications for agencies to consider when procuring them. 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. Chapters 21, 29, 31, 33), and regulations of the National Archives and Records Administration (NARA) at 36 CFR Chapter XII Subchapter B). Publications, forms, manuals, brochures, and other types of processed documents that are stocked and distributed by the Library to customers or employees are not records. false. These items are called transitory records because they are only of short-term interest. The Department of Health and Human Services (HHS) must ensure that 100 percent of Department employees and contractors receive annual Information Security awareness training and role-based training in compliance with OMB A-130, Federal Information Security Management Act (FISMA) - PDF, and National Institute of Standards and Technology (NIST) Organizing files for efficient and effective retrieval. The Records Management office will take care of destroying your temporary records according to official procedures. hhs annual records management training quizlet (36 CFR 1224.10(c))6. They capture evidence of the agencys organization, functions, policies, decisions, procedures, operations, or other business activities. 2101 2120 (2011), Records Management by the Archivist of the United States and by the Administrator of General Services, 44 U.S.C. ACTION: Notice. HHS Operating Divisions (OpDivs) and Staff Divisions (StaffDivs) must adopt and implement this Policy, or may create a more restrictive policy, but not one that is less restrictive or less comprehensive than this Policy. Always keep them separate from records.. This Policy does not address the supplemental preservation requirements for records associated with litigation, investigations, and audit matters. 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. The electronic records that are created in Library systems such as the ILS, Momentum, and eCo must not be deleted or overwritten arbitrarily. These requirements contain six sections based on the lifecycle of electronic records management: 6.2.3.1. You will find helpful resources on their website. Electronic Recordkeeping System (ERKS), 6.2.1.1. Ensuring OpDiv ROs are adequately trained and remain current on email policies and procedures. They belong to you. Providing copies of responsive federal records to the appropriate Freedom of Information Act Official when requested by the public. Managing prompt disposal of temporary records stored in Federal Record Centers and the timely transfer of permanent records to NARA. Dont worry, you wont have to give up any records you still need for your work. Questions, comments, suggestions, and requests for information about this Policy should be directed to HHSRecordsManagement@hhs.gov. They dont need to be kept as records, even though they inform us of activities. 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. All other email accounts contain only temporary email records, which will eventually be destroyed. Web Design System. Unscheduled records may not be destroyed or deleted. This Policy does not supersede any other applicable law or higher-level agency directive or policy guidance. Quiz, Records Life Cycle: Definition & Stages Provides document content, context, and structure. Identifying and Safeguarding Personally Identifiable Information (PII) Version: 5.0 Length: 1 Hour. Records management training serves as a reminder of the responsibility to maintain and protect IHS records. Records management objectives usually fall into one of three categories: Service (effective and efficient), Profit (or cost-avoidance), and. Include the agency records management officer and/or staff in the planning, development, deployment, and use of cloud computing solutions. CMSAF Post on Twitter - Record. Use of contractor's site and services may require management of Federal records. Federal Register :: Agency Information Collection Activities Recognize which materials you do and dont need to keep. Ensuring the OpDiv ROs and RMs have adequate skills, training, resources, time, and appropriate authority to execute duties assigned. Unscheduled records are records whose final disposition has not been approved by NARA. Your interim drafts are not records. DATES: Transitory records appear very often in our email, as well see in a moment. Unsolicited external correspondence. You should not use it for a lot of personal business. Headquarters Air Force (HAF), MAJCOM, Field Operating Agencies (FOA), Direct Reporting Units (DRU). Identifying federal records that were used to conduct agency business. 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! Completing annual records management training. AFQTPXXXXX_222RA, Records Management - User Training. Coordinating modifications to the office file plans and agency records schedules. 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. No additional guidance is required to implement this policy. AF Achievement Medal w/Order Number - Record. Those records are eventually transferred to the National Archives, where they are preserved forever. 2901(2)).3, 6.1.1. When working with a contractor, a Contracting Officer must include a records management clause in any contract or similar agreement. It protects the rights of the Library, its employees, and its customers. Per 36 CFR ___ all automated information systems are required to implement an approved records disposition schedule into them. Must Have and Should Have requirements also help agencies prioritize procurement of these ERM tools according to their needs and financial priorities. 2071 (2011), National Archives and Records Administration, 44 U.S.C. The content and navigation are the same, but the refreshed design is more accessible and mobile-friendly. Delegates oversight responsibility for the Department-wide records management program to the Chief Information Officer (CIO). Introduction Welcome to the Department of Health and Human Services (HHS) Annual Records Management Training. Include instructions on how data will be migrated to new formats, operating systems, etc., so that records are readable throughout their entire life cycles. Coordinating records management issues with other federal and regulatory agencies, including NARA, OMB, GSA, GAO, and OPM. After completing this course, you should be able to: The fundamental reason we practice records management is because it is the law. All employees and contractors are required to take annual records management training. No additional standards are required to implement this policy. 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. Annual. The second phase of the records life cycle is Maintenance and Use. ERM requirements are a starting point for OpDivs and StaffDivs to use when developing recordkeeping and record management system requirements. Providing records management expertise and participating in the review and development of proposed electronic records management systems. Notify the Records Management office immediately if you are concerned that this is about to happen or has already happened. 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. Health Information provides a beginners overview of what the HIPAA Rules require, and the page has links to security training games, . They do not document how the Library conducts business. 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. Ensuring that HHS employees and contractors complete the annual records management training. Ensuring a departing employee complies with policies and procedures regarding preservation, transfer, and deleting of records. Treat records as property of the U.S. government. Please note that the accidental removal, defacing, alteration or destruction of Federal records is prohibited and can be punishable by law. The Presidential and Federal Records Act Amendments of 2014 modernize records management by requiring the transfer of records from federal agencies to the National Archives and Records Administration (NARA) in digital or electronic form to the greatest extent possible. You will receive your score and answers at the end. 10/01/2023. Selecting the Launch Training button will redirect you to JKO. Annual Reports; Agency Reports. Click here to take the All-staff version of the course. Each HHS OpDiv and StaffDiv must standardize file arrangement systems, filing procedures, and filing techniques of records. 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. Quiz, Records Management Process in Organizations, Records Management Process in Organizations Cooperating with the Records Manager/Records Liaison and the OpDiv Records Management Officer in periodic evaluations of office records. Quiz, Psychological Research & Experimental Design, All Teacher Certification Test Prep Courses, Computer & Peripheral Device Troubleshooting, Formatting Worksheets & Workbooks in Excel, Format & Modify Text with Functions in Excel, Create and Manage Presentations in PowerPoint, Group Communication Skills in the Workplace, Effective Messaging for Workplace Communication, Employee Training & Professional Development, Financial Statement Analysis in Accounting, Understanding Diversity while Communicating, IAAP CAP Exam Study Guide - Certified Administrative Professional Flashcards, Working Scholars Bringing Tuition-Free College to the Community, Name the contingency plan that recovers lost or destroyed records, Know what you would consider a decade-old record from a dentist's office, Understand what a business should do to protect its records, Learn what the Health Insurance Portability and Accountability Act (HIPPA) enforces. HHS Human Capital > Mandatory Employee Training 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. Records are materials created or received by a Federal agency that document the agencys actions or decisions. 3301).18. An official website of the United States government. HHS records must be listed and described in an approved records schedule, and must be disposed of only as authorized by that schedule. 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. Air Force Times - Not a Record. Include instructions for determining if federal records in a cloud environment are covered under an existing records retention schedule. HHS recently implemented new software to manage its PIA drafting and review processes. A space traveler whose mass is 115 kg leaves earth. 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. 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. The HHS CIO has the authority to grant a one (1) year extension of this Policy. HHS policy states that operating divisions (OPDIVs) are responsible for completing and maintaining PIAs on all systems (developmental and operational). In other words, the record is retired for a period of time. In addition, training employees on the fundamentals of managing their records accomplishes at least three important organizational purposes: (1) employees are better able to protect the organizational interests with this knowledge; (2) lawyers will gain a higher degree of employee respect when they demonstrate how straightforward managing their Serving as the Senior Agency Official for Records Management (SAORM). Storyline Source File - Most of our online lessons are built in Articulate 360. Overstuffed file cabinets, congested office space, and overloaded computers make it hard to access needed information quickly, and that keeps us from working efficiently. The HHS Records Management Officer collaborates with HHS OpDivs and NARA to execute the HHS Records Management Program in accordance with this instruction. Document the agency's organization, structure, and achievements. hhs annual records management training quizletchaska community center day pass. The multiple choice questions in this quiz will ask you about the basics of records management. Records Management Training Program Supporting the Development of Records and Information Management Professionals The Records Management Training Program provides five services that support records management training performed by Federal agencies. 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. If an existing authority does not cover the content, a new schedule must be developed. i Information. The Department of Health and Human Services (HHS) must ensure that 100 percent of Department employees and contractors receive annual Information Security awareness training and role-based training in compliance with OMB A-130, Federal Information Security Management Act (FISMA), and National Institute of Standards and Technology (NIST) (Draft) 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. January 1, 2021. If kept there, such personal papers must be clearly designated as such and maintained separately from Federal records and nonrecords. . You will be able to take your personal papers with you, and you may do so without permission. Next, click the Show . This is when a document first becomes a record, because it is created or received by someone at the Library as part of conducting Library business. And remember that your Library computer is government property. 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. The Records Management office is required to notify NARA of all such unauthorized actions. What type of record is needed to continue day-to-day operations without interruption or mission degradation after a disaster or emergency? (44 U.S.C. Air Force Records Information Management System (AFRIMS). These employees are identified by their positions, and their email accounts are designated as special accounts, called Capstone accounts. They document official Library business. An ERMS: 6.1.2. OpDivs and StaffDivs must implement a records maintenance program so that complete records are filed or otherwise identified and preserved; records can be readily found when needed; and permanent and temporary records are physically segregated from each other; or for electronic records, are segregated. Extra storage space for paper or electronic records costs money too. The final version of your document is the official record copy, and you must keep it on your network shared drive. Secure .gov websites use HTTPS The Records Management office has helped to develop your office File Plan so that your Records Liaison will know when its officially time to retire your records and set them aside in preparation for removal , based on when the records were created and what kind of information they contain. What is a mandatory Air Force-wide Information Management Standard Automated System? A lock (LockA locked padlock) or https:// means youve safely connected to the .gov website. hhs annual records management training quizlet. The Act calls for agencies to establish a records management program consisting of policies, procedures, and activities to manage recorded information. hhs annual records management training quizlet 3301 3324 (2011), Definition of Records, 44 U.S.C. (36 CFR 1222.34)7, 6.2.1. Who works with RCs to properly identify vital records and establish a restoration and disaster recovery plan for paper and electronic records? If you are using a screen reader application, continue with this course. 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. 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. 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. 44 U.S.C. Food and Drug Administration, HHS. Select next to continue And when it comes time to send records to storage, you cannot include any personal papers or or non-record materials with them. Courses 198 View detail Preview site But if you wish to take copies of Library records (which are non-record materials), you must get special permission from the Library. 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. Every year, each Library office will be asked by the Records Management office to participate in a dedicated records review and cleanup activity. If you are using a screen reader application, continue with this course. Ensuring a departing contractor complies with policies and procedures regarding preservation, transfer, and deleting of records. 3101 3107 (2011), Unlawful Removal, Destruction of Records, 44 U.S.C. Training Materials Catalog In this course, you will learn how to take proper care of the records you create and use here at the Library. No. Welcome to the updated visual design of HHS.gov that implements the U.S. The third and final phase of the records life cycle is Disposition. The content and navigation are the same, but the refreshed design is more accessible and mobile-friendly. This will protect the information from being seen by unauthorized people. 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. It preserves the Librarys institutional knowledge and history. 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? DO delete transitory records, non-record materials, and personal emails regularly, as soon as you no longer need them for information. 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. 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. Which system provides real-time access and management of the USAF Records Disposition Schedule (RDS)? Delete your transitory emails, non-record emails, and personal emails from your Outlook mailbox. Does it contain evidence of the Librarys work, such as past or future actions or decisions? 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. The requirements are then either mandatory (Must Have) or preferred (Should Have). 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. You must file them with the related records and keep them.. It is best to keep your personal information separate from your work information. The penalties for the unlawful or accidental removal, defacing, alteration, or destruction of federal records or the attempt to do so, include a fine, imprisonment, or both. And did you know that all records and extra copies that are kept too long can create problems in litigation? You will need to go through a formal process to identify and request the documents you wish to take. Record Copy Who must implement the AF Records Management Program for their organizations IAW AFI 33-322? 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 Which program minimized the Federal paperwork burden on the public, small businesses, and state and local governments? Purge non-record materials, personal papers and extra copies. However, such policies by themselves will not address an agency's compliance with the Federal Records Act and NARA regulations. Records Management Record Types - National Institutes of Health No additional procedural steps are required to implement this policy. Which publication contains a list of suggested items to be used in maintaining files?