Who provides guidance to tenants and BRMs on local support agreements for program assistance, training, electronic records storage, staff visits, staging or records shipping? annual osd records and information management training quizlet. Commanders Select next to continue The multiple choice questions in this quiz will ask you about the basics of records management. Records management objectives usually fall into one of three categories: Service (effective and efficient), Profit (or cost-avoidance), and. Preserve the content of electronic records, and their context and structure, over time. As a member, you'll also get unlimited access to over 88,000 lessons in math, Good records management provides many benefits to us and the people we serve. The Records Management office will take care of destroying your temporary records according to official procedures. Records management training . If kept there, such personal papers must be clearly designated as such and maintained separately from Federal records and nonrecords. The locations of all records should be listed in the File Plan. Who is at the lowest level on the Records Management hierarchy but their duties in the Records Management Program for their office are extremely important? 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? Once an email message is 180 days old, it is automatically transferred from Outlook to the email archiving system, which you can access through Outlook. However, a small percentage of employees do create permanent email records. Use of contractor's site and services may require management of Federal records. The content of the message determines whether it is a record. 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. It preserves the Librarys institutional knowledge and history. 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.). Developing policies, standards, and procedures for records management. Which program minimized the Federal paperwork burden on the public, small businesses, and state and local governments? Ensuring office records are accurately listed and detailed in the office file plan. All employees and contractors are required to take annual records management training. Let your Records Liaison know if you think you have any records that are not listed in the File Plan. 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. Because most of our office work is done on computers, most of the records we create exist in electronic form. Welcome to the Records Management Awareness training course. These items are called transitory records because they are only of short-term interest. 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. Providing guidance and operational support for the implementation of litigation holds and other types of legally required holds on records and other documentary materials. Include instructions for determining if federal records in a cloud environment are covered under an existing records retention schedule. Which publication lists the filing procedures? Identifying federal records that were used to conduct agency business. Now its time to test your knowledge with a brief quiz. They document official Library business. Include in your migration planning provisions for transferring permanent records in the cloud to NARA. In other words, the record is retired for a period of time. All other trademarks and copyrights are the property of their respective owners. It protects Library business from inappropriate or unauthorized access. 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. Click here to take the All-staff version of the course. You should not use it for a lot of personal business. Managing prompt disposal of temporary records stored in Federal Record Centers and the timely transfer of permanent records to NARA. Disposition represents the period of time when a record is no longer considered active, because it is no longer needed for current business. They must also be organized and stored properly while in the office. Unscheduled records are records whose final disposition has not been approved by NARA. They do not document how the Library conducts business. Reviewing disposition schedules for official records for legal sufficiency and provides instructions for implementing litigation holds required to comply with legal requirements. Personal papers are documentary materials belonging to an . 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. 1236. However, such policies by themselves will not address an agency's compliance with the Federal Records Act and NARA regulations. It enables the Library to respond quickly and thoroughly to Congressional requests, legal investigations, audits, and other requests for Library records. What are his weight and mass. 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 Note that the Records Management office is located within OCIO. (44 U.S.C. Delegates oversight responsibility for the Department-wide records management program to the Chief Information Officer (CIO). 2901(2)).3, 6.1.1. If you are using a screen reader application, continue with this course. You are not responsible for filing and preserving or disposing of the official record copy of that document. Plus, get practice tests, quizzes, and personalized coaching to help you succeed. Document the agency's organization, structure, and achievements. The File Plan crosswalks the files in your office to the LRS, and its a very important records management tool. The content and navigation are the same, but the refreshed design is more accessible and mobile-friendly. 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. Thereafter, the employees must complete annual Records Management training throughout the life of the contract. 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. Use automated processes to manage the electronic records of an agency. Match the document to the correct record type: Routing Slip - Not a Record. 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. 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. The unauthorized removal, concealment, falsification, mutilation, and/or disposition of official records is prohibited by law and is subject to penalty. Each HHS OpDiv and StaffDiv must maintain a centralized file plan that includes the title and description of its records, including electronic media. With guidance and approval from NARA, every Federal agency creates its own customized set of disposition instructions for the records it uses in its agency business. Maintaining electronic information systems in accordance with approved records schedules and NARA requirements. NARA works with every agency, including the Library of Congress, to identify which documents are official government records, how long and where they must be kept, and when they must be destroyed, according to Federal law. The files are compiled as SCORM 1.2. Provides document content, context, and structure. (NARA Guidance on Records Management for Contracts)5. Ensuring that HHS employees and contractors complete the annual records management training. Inserting a records management clause in contracts ensuring contractors are aware of and adhere to HHS records management policies. The effective date of this Policy is the date on which the policy is approved. Ensuring a departing employees record materials, including email records, have been reviewed prior to the employees departure. You will find helpful resources on their website. In order to maintain all HHS records in accordance with applicable statutory and regulatory requirements, each OpDiv and StaffDiv is required to establish and maintain a records management program meeting the following minimum requirements: Records management is the planning, controlling, directing, organizing, training, promoting, and other managerial activities related to the creation, maintenance and use, and disposition of records, carried out in such a way as to achieve adequate and proper documentation of Federal policies and transactions and effective and economical management of agency operations. The final version of your document is the official record copy, and you must keep it on your network shared drive. Treat records as property of the U.S. government. Ensuring that social media content containing official records are maintained in accordance with HHS recordkeeping requirements. Think of them as very temporary records. Working with the OpDiv RO to establish and update records schedules for electronic system. Someone else is. 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. Records Management Training - Additional to Security Awareness training, the HHS Records Management Training is a mandatory requirement outlined in the HHS Policy for Records Management and the Office of Management and Budget (OMB)/National Archives and Records Administration (NARA) joint Directive M-19-21, Transition to Electronic Records. Notify the Records Management office immediately if you are concerned that this is about to happen or has already happened. 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 a cloud provider ceases to provide services, an agency must continue to meet its records management obligations. 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. ACTION: Final rule. No additional procedural steps are required to implement this policy. Web Design System. What form is used by the BRM to maintain custody of and accountability for staged records and records transferred to other agencies? If we dont dispose of records on schedule, the Library can waste time looking through records that should have already been destroyed. 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. 641 and 2071)11. Separate your personal papers from all your other documents. The maintenance of personal papers in agency space and equipment may require agency approval and also compliance with Federal and agency requirements. Ensure that the chain of custody document has been completed and signed before the employee departs the agency. 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. Completing requirements for a NARA certificate of Federal Records Management Training. These instructions should include scheduling system documentation, metadata, and related records. Nature of Changes. (36 CFR 1222.34)7, 6.2.1. Ensuring a departing contractor complies with policies and procedures regarding preservation, transfer, and deleting of records. 3301).18. We conduct a lot of business by email because its a quick, effective way to communicate with one another. Unsolicited external correspondence. 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 will need to score at least 80% on this short quiz in order to finish the course. Share sensitive information only on official, secure websites. Secure .gov websites use HTTPS Official websites use .gov Records management training serves as a reminder of the responsibility to maintain and protect IHS records. Records schedules must be in place for all HHS records. New incumbents must obtain the certificate within one year of assuming the position of Departmental ARO. Providing copies of responsive federal records to the appropriate Freedom of Information Act Official when requested by the public. Violations by Title 32 Air National Guard military personnel Include instructions to periodically test transfers of federal records to other environments, including agency servers, to ensure the records remain portable. Select QUIZ to continue. Food and Drug Administration, HHS. Studying this lesson will help you: 41 chapters | Do you have to keep every email you send or receive? HHS recently implemented new software to manage its PIA drafting and review processes. Integrating records management procedures and activities into HHS Chief Information Officer (CIO) policy and planning. A space traveler whose mass is 115 kg leaves earth. 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. One. Keep them separate. Distinguish between temporary and permanent records. 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. 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. Who is responsible for working with Knowledge Managers, to assist organizational personnel with conducting searches of and properly preserving information, including ESI? Per 36 CFR ___ all automated information systems are required to implement an approved records disposition schedule into them. And did you know that all records and extra copies that are kept too long can create problems in litigation? 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. Some records are more valuable as legal or historical evidence of the Librarys work than others. 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. No additional standards are required to implement this policy. Overstuffed file cabinets, congested office space, and overloaded computers make it hard to access needed information quickly, and that keeps us from working efficiently. 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. Just keep them in your email account, and the system will take care of the rest. This includes, but is not limited to, magnetic media, such as tapes and disks, and optical disks. 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.
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