12/31/2023. 10/01/2023. Articles - International Association of Privacy Professionals However, a small percentage of employees do create permanent email records. Ensuring federal employees, contractors, interns, and fellows are aware of and adhere to HHS records management policies. Selecting the Launch Training button will redirect you to JKO. 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 . Must Have and Should Have requirements also help agencies prioritize procurement of these ERM tools according to their needs and financial priorities. No. It enables the Library to respond quickly and thoroughly to Congressional requests, legal investigations, audits, and other requests for Library records. In other words, the record is retired for a period of time. AF Achievement Medal w/Order Number - Record. 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! Cloud services refer to federal records that reside in a cloud environment hosted by a third party service provider. Your office should have a logical filing system that includes file folders for paper recordsand folders on a shared network drive for electronic documents. 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. These records must be managed in accordance with subchapter B, chapter XII, of Title 36, Code of Federal Regulations (CFR) and chapters 29, 31, 33, and 35 of Title 44, United States Code (U.S.C.). 3106 (2011), Disposal of Records, 44 U.S.C. Per 36 CFR ___ all automated information systems are required to implement an approved records disposition schedule into them. If you are using a screen reader application, continue with this course. If they do not contain P.I.I., destroy them by recycling them. Managing prompt disposal of temporary records stored in Federal Record Centers and the timely transfer of permanent records to NARA. 2071 (2011), National Archives and Records Administration, 44 U.S.C. Ensuring a departing employees record materials, including email records, have been reviewed prior to the employees departure. The same rules youve learned about all along apply to the email messages you create or receive too. Ensuring proper disposition of office records. 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. Requesting funds for records storage costs. 641 and 2071)11. Storyline Source File - Most of our online lessons are built in Articulate 360. Because most of our office work is done on computers, most of the records we create exist in electronic form. Web Design System. 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. It is equally important to destroy less valuable records or convenience copies and other non-record materials soon after they are no longer needed. Data governance typically addresses interoperability of computing systems, portability of data (able to move from one system to another), and information security and access. Identifying and Safeguarding Personally Identifiable Information (PII) Version: 5.0 Length: 1 Hour. Records schedules must be in place for all HHS records. The third and final phase of the records life cycle is Disposition. 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 Courses 198 View detail Preview site Your personal papers are not government records. Coordinating records management issues with other federal and regulatory agencies, including NARA, OMB, GSA, GAO, and OPM. Note that the Records Management office is located within OCIO. Notify the Records Management office immediately if you are concerned that this is about to happen or has already happened. The files are compiled as SCORM 1.2. Which search requests are processed external to AFRIMS? The life cycle spans the time period while the records are in the custody of the agency responsible for them. 2101 2120 (2011), Records Management by the Archivist of the United States and by the Administrator of General Services, 44 U.S.C. The cycle has three phases: Lets examine your responsibilities in each phase. Select QUIZ to continue. You will be reminded to organize your own records and destroy all the non-record materials you no longer need. Turn your interview guide over to your HR Staffing Specialist at the end of the interview process, so that it can be preserved as a government record. 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. Assisting HHS OpDiv RO with implementing the agency records management program in their work areas. 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. Applied Behavior Analysis Services Update. Notify the Records Management office immediately if you are concerned that this is about to happen or has already happened. So how do you know which documents to keep and for how long? Violations by Title 32 Air National Guard military personnel Chapter 15 - Records Management Program | Part 5 - The Indian Health false. How is the BRM notified of a pending staging request? (44 U.S.C. OpDivs and StaffDivs must identify these federal records and determine how they will be managed. Designating OpDiv ROs to oversee the records management program. 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. The Records Management office includes a staff of experts in charge of records management for the entire Library. 3301 3324 (2011), Definition of Records, 44 U.S.C. It helps the Library continue to operate in the event of a disaster. (18 U.S.C. To archive this Policy, approval must be granted, in writing, by the HHS CIO. Chapters 21, 29, 31, 33), and regulations of the National Archives and Records Administration (NARA) at 36 CFR Chapter XII Subchapter B). An official website of the United States government. Conducting periodic compliance evaluations of records management programs. Scheduled destruction is important because it controls costs and minimizes risks and inefficiencies in government operations. OpDivs and StaffDivs must identify these federal records and determine how they will be managed. Ensuring contractors complete initial and annual records management training. Your Records Liaison will maintain custody of the File Plan, but you should keep track of which records you have so that you can help your Liaison keep the File Plan up to date. 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. 09/01/2023. The Act requires all federal agencies to create and preserve records that document the agencys organization, function, policies, decisions, procedures, and transactions. 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. true. Quiz, Business Records Classification & Categories NARA has determined that most records produced by Federal agencies are temporary; meaning that they must be destroyed after a specific time period. Ensure that departing employees federal records have been identified and properly disposed of in accordance with approved records disposition schedules before the employees departure. Define which copy of records will be declared as the agency's record copy and manage these in accordance with 36 CFR Part 1222. Upon completion of each assessment, agencies are required to make that PIA publicly available. Introductory training that builds organizations of professionals with working privacy knowledge. The second phase of the records life cycle is Maintenance and Use. If transferring or leaving the Department, consult with supervisor and office records staff and follow records management procedures. 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. But did you know that the National Archives also performs another important function which affects us here at the Library every day? The OSD Records and Information Management guidance can also be called? Catalogs, newsletters, listserv emails, or other unsolicited materials you receive from external organizations for the purpose of sharing information or marketing their offerings are not records. Overseeing the Department-wide records management program. Good records management provides many benefits to us and the people we serve. (36 CFR 1224.10(c))6. One. Disposition = Final action taken regarding records The Federal Records Act (FRA) requires every agency to Delegate a records officer Conduct records training Establish a Records Management Program Schedule records You are a COTR and a contract assigned to you has closed. 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. 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. Who works with RCs to properly identify vital records and establish a restoration and disaster recovery plan for paper and electronic records? Ensuring a departing employee complies with policies and procedures regarding preservation, transfer, and deleting of records. No additional standards are required to implement this policy. They do not document how the Library conducts business. These items are called transitory records because they are only of short-term interest. Its important to keep records that document the Librarys actions and decisions for an appropriate amount of time to serve the needs of the government and the public. Some records are more valuable as legal or historical evidence of the Librarys work than others. Annual Privacy Training Quizlet Thereafter, the employees must complete annual Records Management training throughout the life of the contract. A .gov website belongs to an official government organization in the United States. So, if we are supposed to keep records, we need to know what they are and what they arent. Records documenting the collections must remain separate from collections materials. Recognize which materials you do and dont need to keep. 3101 3107 (2011), Unlawful Removal, Destruction of Records, 44 U.S.C. Permanent records are typically produced by senior officials or other individuals responsible for documenting the Librarys core decisions and significant strategic actions. Do not dispose of them until you receive instructions from OGC that the litigation hold has been lifted. Serving as the Senior Agency Official for Records Management (SAORM). Do NOT delete official Library records from your email account. This Policy also applies to HHS employees, contractor personnel, grant recipients, interns, and other non-government persons supporting HHS. 3501 3549 (2011), The Privacy Act of 1974, 5 U.S.C. It protects the rights of the Library, its employees, and its customers. But if you wish to take copies of Library records (which are non-record materials), you must get special permission from the Library. 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. 6.2.2.1 Universal ERM requirements identify high level business needs for managing electronic records. Dont delete them. Think of them as very temporary 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. 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. But records can also exist in other forms, such as audio and video recordings, websites and social media, electronic systems, or microfilm. You may use the menu to go to a different section at any time, except during the course test. 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) HIPAA Training and Resources | HHS.gov hhs annual records management training quizlet Delete or destroy transitory records as soon as you no longer need them for information. You will receive your score and answers at the end. What are his weight and mass. HHS records must be listed and described in an approved records schedule, and must be disposed of only as authorized by that schedule. Which publication contains a list of suggested items to be used in maintaining files? 44 U.S.C. 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. annual osd records and information management training quizlet Unscheduled records may not be destroyed or deleted. Coordinating the development of OpDiv records schedules with the National Archives and Records Administration (NARA). 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. Identifying and periodically update recordkeeping requirements for program and administrative records. (36 CFR 1222.34)7, 6.2.1. The multiple choice questions in this quiz will ask you about the basics of records management. Receive the latest updates from the Secretary, Blogs, and News Releases. You'll find questions that challenge your understanding of file record maintenance, contingency plans, types of records, and more. Records management programs must manage organizational information so that it is timely, accurate, complete, cost-effective, accessible and useable. It makes needed information available and easy to find so that Library programs can function smoothly. Before you destroy any non-record materials, always check for P.I.I. 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) CRM/ARM (Command/Agency Records Managers). If you have included any personal information in your work documents, it will become part of the record the Library keeps, unless you remove it first. 302 quizzes. ERMS, often referred to as a records management application (RMA), is an electronic management system in which any agency records, regardless of format (paper, electronic, microform, etc. junio 16, 2022 . Purge non-record materials, personal papers and extra copies. Include instructions on how data will be migrated to new formats, operating systems, etc., so that records are readable throughout their entire life cycles. If you are using a screen reader application, continue with this course. Remember that not all records are temporary. HHS policy states that operating divisions (OPDIVs) are responsible for completing and maintaining PIAs on all systems (developmental and operational). During this phase, the inactive record should still be kept, but it should be stored separately from active records that are still being used. The following template is associated with the Policy: The following is a general clause that an agency can modify to fit the planned type of service and specific agency records management needs. They are baseline ERM program requirements derived from existing NARA regulations, policy, and guidance. Ensuring a departing contractors record materials, including email records, have been reviewed prior to the contractors departure. You dont need permission to destroy them. 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. Because they do not capture evidence of the Librarys important actions or decisions, non-record materials do not need to be preserved. 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. Distinguish between temporary and permanent records. If so, the email message is a record and you must keep it in your Outlook mailbox. This Policy must be reviewed, at a minimum, every three (3) years from the approval date. HHS OpDivs and StaffDivs must create standards and policies for managing records created, used, or stored in cloud computing environments: 6.3.1. Next, click the Show . The agencies may describe these responsibilities in agreements among the participating offices or agencies. 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.