The use of social media and instant messaging may create federal records that must be captured and managed in compliance with federal records management laws, regulations, and policies. 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. hhs annual records management training quizlet 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! Federal Register :: Agency Information Collection Activities 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. You will create or receive many different records during your Library career. Quiz, Maintaining Record Confidentiality 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 . No. 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. Most employees at the Library only create or receive temporary email records. Records Management Training Online Lessons | National Archives Electronic recordkeeping system (ERKS) is an electronic system that captures, organizes, and categorizes records to facilitate their preservation, retrieval, use, and disposition (36 CFR 1220.18)8. HHS Policy for Records Management Ensuring a departing contractors record materials, including email records, have been reviewed prior to the contractors departure. You'll find questions that challenge your understanding of file record maintenance, contingency. 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. Reviewing responsive federal records provided by HHS employees, contractors, interns, and fellows for release to the public under the FOIA. Quiz & Worksheet Goals. Ensuring a departing employees record materials, including email records, have been reviewed prior to the employees departure. Provides document content, context, and structure. Your interim drafts are not records. If a cloud provider ceases to provide services, an agency must continue to meet its records management obligations. 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. annual osd records and information management training quizlet Separate your personal papers from all your other documents. It protects Library business from inappropriate or unauthorized access. Providing guidance and operational support for the implementation of litigation holds and other types of legally required holds on records and other documentary materials. 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 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. If you are NOT using a screen reader application, you have clicked on the wrong link. Applied Behavior Analysis Services Update. These designations help vendors determine what functions their tools must perform, as opposed to those that are ideal. Do you have to keep every email you send or receive? Which program minimized the Federal paperwork burden on the public, small businesses, and state and local governments? 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. Include instructions to periodically test transfers of federal records to other environments, including agency servers, to ensure the records remain portable. If an existing authority does not cover the content, a new schedule must be developed. The HHS CIO has the authority to grant a one (1) year extension of this Policy. If the OpDiv and StaffDiv has identified text messaging content as federal records, it must determine whether an existing disposition authority applies, including the General Records Schedule (GRS). 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. 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. Nature of Changes. Signed Appointment Letter - Record. We will look at that distinction shortly. 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. (44 U.S.C. The National Archives and Records Administration, or NARA, oversees how all Federal agencies manage their records, from creation through disposal. NARA has determined that most records produced by Federal agencies are temporary; meaning that they must be destroyed after a specific time period. OpDivs and StaffDivs should develop new records schedules if text messaging users enhance the content by adding comments, metadata or other information that becomes part of the complete record. hhs annual records management training quizlet Commanders You'll find questions that challenge your understanding of file record maintenance, contingency plans, types of records, and more. Requesting funds for records storage costs. It enables the Library to respond quickly and thoroughly to Congressional requests, legal investigations, audits, and other requests for Library records. Per 36 CFR ___ all automated information systems are required to implement an approved records disposition schedule into them. But if you wish to take copies of Library records (which are non-record materials), you must get special permission from the Library. 2023 Annual Ethics Training. Even though the LRS may say its time to dispose of the records, while a litigation hold is in place you must suspend compliance with the LRS and keep all documents that are part of the hold. During this phase, the record that someone created or received is filed in the office and used for work. Explain. Records Management at HHS - HHS.gov The File Plan is also a very useful tool for organizing the work of your office, especially when staff transitions take place. Of course, he should enjoy being . Collect, organize, and categorize records to facilitate their preservation, retrieval, use, and disposition. hhs annual records management training quizlet Encouraging your child to run a kid's car wash can be an excellent choice of summer job. Records are media neutral. Whether something is a record is determined by the information it contains and how it is used. Save all records for the appropriate amount of time, according to the official instructions authorized by the Government. Because they do not capture evidence of the Librarys important actions or decisions, non-record materials do not need to be preserved. The Library is legally responsible for any records or copies of records that are discovered here, no matter how old they are. 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? 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. Note that the Records Management office is located within OCIO. 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. Classified, contain controlled unclassified, or require sensitive handling. department of health and human services (HHS) - Quizlet Most of the records you will create or receive at the Library are temporary, although you may be responsible for some permanent records as well. Violations by Title 32 Air National Guard military personnel Annual. Air Force Information Collections and Reports Management Program. Thereafter, the employees must complete annual Records Management training throughout the life of the contract. Thats right. The Records Management office is required to notify NARA if the unauthorized removal or destruction of any records has occurred at the Library. If an agency decides to create or join a private or community cloud, it will still need to meet records management responsibilities. Notifying the Archivist of the United States of any actual, impending, or threatened unlawful removal, defacing, alteration, corruption, deletion, erasure, or other destruction of records in the custody of the agency. ERM requirements are a starting point for OpDivs and StaffDivs to use when developing recordkeeping and record management system requirements. Who must implement the AF Records Management Program for their organizations IAW AFI 33-322? Transitory records appear very often in our email, as well see in a moment. Ensure that the chain of custody document has been completed and signed before the employee departs the agency. They capture evidence of the agencys organization, functions, policies, decisions, procedures, operations, or other business activities. SUMMARY: This final rule includes payment parameters and provisions related to the HHS-operated risk adjustment and risk adjustment data validation programs, as well as 2024 user fee rates for issuers offering qualified health plans . The Act calls for agencies to establish a records management program consisting of policies, procedures, and activities to manage recorded information. 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 .