They do not document how the Library conducts business. 2101 2120 (2011), Records Management by the Archivist of the United States and by the Administrator of General Services, 44 U.S.C. department of health and human services (HHS) - Quizlet Signed Appointment Letter - Record. 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. Air Force Records Information Management System (AFRIMS). some examples of permanent information are day books of senior leaders. Ensuring a departing contractor complies with policies and procedures regarding preservation, transfer, and deleting of records. Some records are more valuable as legal or historical evidence of the Librarys work than others. HHS Policy for Implementing Electronic Mail (Email) | HHS.gov 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. Ensuring a departing contractors record materials, including email records, have been reviewed prior to the contractors departure. Quiz, Business Records Classification & Categories 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. The agency also remains responsible under the laws and regulations cited above for ensuring that applicable records management laws and regulations are complied with through the life and termination of the contract. Keeping too much material costs the Library money and reduces efficiency and productivity. true. So how do you know which documents to keep and for how long? 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. 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. 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. Purpose The purpose of this Policy is to establish the principles, responsibilities, and requirements for managing HHS records. You'll find questions that challenge your understanding of file record maintenance, contingency. AFQTPXXXXX_222RA, Records Management - User Training. Destroy those convenience copies and other non-record materials youve been keeping that you no longer need. Huntersville-Bryton, NC - S. Old Statesville Rd 11124 S. Old Statesville Road Huntersville, NC 28078 . Records Management Record Types - National Institutes of Health 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. Storyline Source File - Most of our online lessons are built in Articulate 360. 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. Inserting a records management clause in contracts ensuring contractors are aware of and adhere to HHS records management policies. Emergency operation records and plans, orders of succession. 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. OpDivs and StaffDivs must identify these federal records and determine how they will be managed. hhs annual records management training quizlet. SUMMARY: The Food and Drug Administration (FDA or we) is announcing that a proposed collection of information has been submitted to the Office of Management and Budget (OMB) for review and clearance under the Paperwork Reduction Act of 1995. 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. Violations by Title 32 Air National Guard military personnel Federal Register :: Agency Information Collection Activities 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. 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. 302 quizzes. 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). Ensuring that social media content containing official records are maintained in accordance with HHS recordkeeping requirements. hhs annual records management training quizlet Encouraging your child to run a kid's car wash can be an excellent choice of summer job. If you originated or contributed significantly to a work-related document, or you are required to take action on it, your copy of the document is a record of government business. And did you know that all records and extra copies that are kept too long can create problems in litigation? HHS Human Capital > Mandatory Employee Training Chapter 15 - Records Management Program | Part 5 - The Indian Health 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. 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. Coordinating the development of OpDiv records schedules with the National Archives and Records Administration (NARA). Be careful not to include personal notes in your work-related notes or mix your personal papers with your work papers. 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. The most common forms are paper or electronic documents, including email. Would you expect to find an ionic compound of formula A1A2A_1 A_2A1A2? 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. Identifying and Safeguarding Personally Identifiable Information (PII) Version: 5.0 Length: 1 Hour. Quiz Introduction Department of Health and Human Services (HHS) Annual Records Management Training Main Content Quiz Introduction Your are almost done! Use a personal calendar, not your work calendar, to keep track of your personal appointments. Official websites use .gov Your personal papers are not government records. You also create and receive some documents that are part of your daily workflow, but they dont capture important information about the Librarys work. If transferring or leaving the Department, consult with supervisor and office records staff and follow records management procedures. Completing requirements for a NARA certificate of Federal Records Management Training. The third and final phase of the records life cycle is Disposition. 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. 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 Files containing paper records may be stored in a central location, or at someones individual workstation. 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. Note that the Records Management office is located within OCIO. 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. Keep all records separate from convenience copies and personal papers. OpDivs and StaffDivs will conduct a formal evaluation on two of their records management programs annually. 44 U.S.C. HHS Policy for Implementing Electronic Mail (Email) Records Management (2019). Air Force Times - Not a Record. Who is responsible for identifying the function's vital records and approving the vital record inventory? 10/01/2023. Well determine if they are Federal records and whether you must keep them. It helps the Library continue to operate in the event of a disaster. 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 It is documenting your direct role in the the business of the Library. 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. We will look at that distinction shortly. These employees are identified by their positions, and their email accounts are designated as special accounts, called Capstone accounts. You will find helpful resources on their website. 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. These items are called transitory records because they are only of short-term interest. Identify and separate all employee federal Records from Non-Record Materials and Personal Papers. Lets look at some common examples. 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. Annual OSD Records and Information Management Training (2022) - Quizlet 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. The unauthorized removal, concealment, falsification, mutilation, and/or disposition of official records is prohibited by law and is subject to penalty. It enables the Library to respond quickly and thoroughly to Congressional requests, legal investigations, audits, and other requests for Library records. Must Have and Should Have requirements also help agencies prioritize procurement of these ERM tools according to their needs and financial priorities. (NARA Bulletin 2015-02: Guidance on Managing Electronic Messages (2015)), Agency records are the property of the federal government, not the property of individual employees, and must not be removed from the Department without proper authority. Before you destroy any non-record materials, always check for P.I.I. You'll get practice applying the following skills: To learn more information about this verb basics, check out the related lesson, Records Management Basics: Terminology & Examples. If you are using a screen reader application, continue with this course. In other words, the record is retired for a period of time. Annual OSD Records and Information Management Training - Quizlet Records schedules must be in place for all HHS records. Welcome to the Records Management Awareness training course. This Policy does not supersede any other applicable law or higher-level agency directive or policy guidance. The most important records the Library creates are permanent and must eventually be transferred to NARA rather than destroyed. Page 8, Section 6.1.2 Agencys responsibility working with contractors. accurate and actionable information enhances decision making, thereby enabling timely support of the warfighter. They dont need to be kept as records, even though they inform us of activities. Assisting HHS OpDiv RO with implementing the agency records management program in their work areas. The File Plan crosswalks the files in your office to the LRS, and its a very important records management tool. The files are compiled as SCORM 1.2. However, a small percentage of employees do create permanent email records. Records management objectives usually fall into one of three categories: Service (effective and efficient), Profit (or cost-avoidance), and. Thereafter, the employees must complete annual Records Management training throughout the life of the contract. Think of them as very temporary records. No. Coordinating records management issues with other federal and regulatory agencies, including NARA, OMB, GSA, GAO, and OPM. 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. Annual Privacy Training Quizlet Records Management Questions | U.S. Department of the Interior If you are NOT using a screen reader application, you have clicked on the wrong link. Annual OSD Records and Information Management Training - Quizlet Does it require you to do something or document that you did something related to the mission of the Library or the work of your Service Unit? The requirements are then either mandatory (Must Have) or preferred (Should Have). If so, the email message is a record and you must keep it in your Outlook mailbox. Approval of the schedules must be obtained from NARA in accordance with Subchapter B, chapter XII of Title 36, Code of Federal Regulations. 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. That means your job is easy when it comes to what you should do with your emails that are records.