The Records Management office includes a staff of experts in charge of records management for the entire Library. What is an automated management process which allows records professionals to prepare SF 135s? You'll find questions that challenge your understanding of file record maintenance, contingency. Good records management provides many benefits to us and the people we serve. With help from the Records Management office, your Records Liaison has created a File Plan for your entire office. Unscheduled records are records whose final disposition has not been approved by NARA. 3. 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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. Quiz, Business Records Classification & Categories Your Liaison will make sure that the record is properly retired and separated from active records, according to the File Plan. 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. And its against the law to destroy them too soon! Cloud services refer to federal records that reside in a cloud environment hosted by a third party service provider. Document #: HHS-OCIO-PIM-2020-06-004Version #: 2.0Last Reviewed: May 2020Next Review: May 2023Owner: OCIO/PIMApproved By: Jose Arrieta, Chief Information Officer (CIO). 6.2.2.1 Universal ERM requirements identify high level business needs for managing electronic records. Distinguish between Federal records, non-record materials, and personal papers. Many documents contain information on how the Library conducts business; but not every copy needs to be kept as an official record. Library collections. Purpose The purpose of this Policy is to establish the principles, responsibilities, and requirements for managing HHS records. It is equally important to destroy less valuable records or convenience copies and other non-record materials soon after they are no longer needed. 2. Jose Arrieta, Chief Information Officer (CIO), Scott W. Rowell, Assistant Secretary for Administration (ASA). If a cloud provider ceases to provide services, an agency must continue to meet its records management obligations. Click here to take the All-staff version of the course. GDPR Training Learn the legal, operational and compliance requirements of the EU regulation and its global influence. Every year, each Library office will be asked by the Records Management office to participate in a dedicated records review and cleanup activity. Start Preamble Start Printed Page 25740 AGENCY: Centers for Medicare & Medicaid Services (CMS), Department of Health and Human Services (HHS). A system generated e-mail notification is sent. The File Plan crosswalks the files in your office to the LRS, and its a very important records management tool. But if you wish to take copies of Library records (which are non-record materials), you must get special permission from the Library. If you are responsible for records related to the Librarys collections, do not put any records into the collections themselves. ACTION: Notice. 3301(a)(1)(A)-(B) (2008).1. Annually inform all agency personnel of their records management responsibilities in law, regulation, and policy, and provide training specific to the practices and policies of the organization. The maintenance of personal papers in agency space and equipment may require agency approval and also compliance with Federal and agency requirements. If an existing authority does not cover the content, a new schedule must be developed. Who is responsible for identifying the function's vital records and approving the vital record inventory? 641 (2011), Concealment, Removal, or Mutilation Generally, 18 U.S.C. Convenience copies. 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. If you are using a screen reader application, continue with this course. If you are NOT using a screen reader application, you have clicked on the wrong link. 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. Include instructions on how data will be migrated to new formats, operating systems, etc., so that records are readable throughout their entire life cycles. Which search requests are processed external to AFRIMS? 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 It saves money by efficiently storing and disposing of documents that are no longer needed for business. 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. 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. 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. If they do not contain P.I.I., destroy them by recycling them. They capture evidence of the agencys organization, functions, policies, decisions, procedures, operations, or other business activities. HHS policy states that operating divisions (OPDIVs) are responsible for completing and maintaining PIAs on all systems (developmental and operational). Delegates oversight responsibility for the Department-wide records management program to the Chief Information Officer (CIO). Ensuring OpDiv ROs are adequately trained and remain current on email policies and procedures. Washington, D.C. 20201 Include instructions for determining if federal records in a cloud environment are covered under an existing records retention schedule. They belong to you. true. What form is used by the BRM to maintain custody of and accountability for staged records and records transferred to other agencies? 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. Coordinating with OpDiv and StaffDiv RMs and RLs regarding all aspects of records management. Contact your Records Liaison for assistance if there are too many non-record materials to shred in the office. It is a convenience copy that merely keeps you informed. Ensures authenticity, integrity, and reliability i.e., contains unchanged, redundant information (prevents unauthorized alternation, modification, concealment, or deletion). Most employees at the Library only create or receive temporary email records. HHS records must be listed and described in an approved records schedule, and must be disposed of only as authorized by that schedule. Instructions on how to download the files. 6.1.4.1. The most common forms are paper or electronic documents, including email. At which level is the Air Force Information Collections and Reports Management Program managed? They document the Librarys service to the public and to Congress. 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. Ensuring a departing contractors record materials, including email records, have been reviewed prior to the contractors departure. Notify the Records Management office immediately if you are concerned that this is about to happen or has already happened. 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 Serving as the Senior Agency Official for Records Management (SAORM). 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. Study with Quizlet and memorize flashcards containing terms like DHA's SharePoint must be configured to comply with recordkeeping requirements to be approved to manage official agency records., Penalties for unlawful or accidental removal, defacing, alteration, or destruction of Federal records or the attempt to do so, include a fine, imprisonment, or both., Non-record materials can be . Records management training serves as a reminder of the responsibility to maintain and protect IHS records. Electronic Records Management System (ERMS). After completing this course, you should be able to: The fundamental reason we practice records management is because it is the law. Do not dispose of them until you receive instructions from OGC that the litigation hold has been lifted. This U.S. Department of Health and Human Services (HHS) Policy for Records Management, herein referred to as Policy, updates and supersedes the previous version (HHS-OCIO-2016-0004-002, dated June 22, 2016). No additional procedural steps are required to implement this policy. New incumbents must obtain the certificate within one year of assuming the position of Departmental ARO. When working with a contractor, a Contracting Officer must include a records management clause in any contract or similar agreement. You should now be able to recognize what kinds of materials are and are not records. Who works with RCs to properly identify vital records and establish a restoration and disaster recovery plan for paper and electronic records? Ensuring that recordkeeping requirements are established, implemented, and periodically updated for all offices. No additional standards are required to implement this policy. 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. Web Design System. The maximum penalty for the willful and unlawful destruction, damage, or alienation of Federal records is a $2,000 fine, 3 years in prison, or both. However, if other people make significant changes to your document, the drafts containing those changes are records and you must keep them. Not all the documents you will encounter at work are records. CMSAF Post on Twitter - Record. Welcome to the Records Management Awareness training course. Do not change, destroy, or overwrite those edited copies. Must Have and Should Have requirements also help agencies prioritize procurement of these ERM tools according to their needs and financial priorities. Who is responsible for providing oversight of subordinate BRMs and/or FARMs as applicable to ensure searches are completed and reported in AFRIMS IAW the assigned suspense? Include in your migration planning provisions for transferring permanent records in the cloud to NARA. Bottom line do not use your personal email account for Library business. Which program provides guidelines and procedures for licensing internal information collections and reports, requesting information from the public, and reporting projected public information collections to Congress? OpDivs and StaffDivs must identify these federal records and determine how they will be managed. As a taxpaying citizen, you are helping to pay that cost! 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. At minimum, a records management clause ensures that the Federal agency and the contractor are aware of their statutory records management responsibilities. Official records must be kept where other people can retrieve them easily, not mixed in with your personal files or belongings. The pay rate for a 15-year-old will vary from job to job. Studying this lesson will help you: 41 chapters | 200 Independence Avenue, S.W. Records documenting the collections must remain separate from collections materials. The first phase of the records life cycle is Creation or Receipt. 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. Ensuring office records are accurately listed and detailed in the office file plan. To sum it up: Think carefully about every email message before you delete it. Document the agency's organization, structure, and achievements. Secure .gov websites use HTTPS 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. Official websites use .gov You will need to score at least 80% on this short quiz in order to finish the course. Before you destroy any non-record materials, always check for P.I.I. If you work in CRS, the Copyright Office, or an Overseas office, talk to your Records Liaison for special instructions on destroying temporary records. Your office should create a file folder structure on your shared network drive where you will keep your electronic documents. Identify and separate all employee federal Records from Non-Record Materials and Personal Papers. Welcome to the updated visual design of HHS.gov that implements the U.S. 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. ERM requirements are a starting point for OpDivs and StaffDivs to use when developing recordkeeping and record management system requirements. Include instructions on how all records will be captured, managed, retained, made available to authorized users, and retention periods applied. Keep them separate. When notified that a contractor is transferring or leaving the Department, consult with departing contractors to follow litigation records management procedures. 552a (2016), Producing Documents, Electronically Stored Information, and Tangible Things, or Entering onto Land, for Inspection and Other Purposes, Federal Rules of Civil Procedures, Rule 34 (2014), Delivering Government Solutions in the 21, National Archives and Records Administration (NARA) Bulletin 2010-05: Guidance on Managing Records in Cloud Computing Environments (2010), NARA Bulletin 2014-02: Guidance on Managing Social Media Records (2014), NARA Bulletin 2015-02: Guidance on Managing Electronic Messages (2015), NARA Criteria for Successfully Managing Permanent Electronic Records, (2018), NARA Guidance on Records Management Language for Contracts (2019), OMB Circular A-130, Management Information as a Strategic Resource (2016), OMB/NARA Directive M-12-18, Managing Government Records Directive (2012), OMB M-14-16, Guidance on Managing Email (2014), OMB/NARA Directive M-19-21, Transition to Electronic Records (2019), Public Law 113-187: Presidential and Federal Records Act Amendments of 2014, (128 Stat. Serving as the primary contacts responsible for overseeing the OpDivs records management program and ensure the OpDiv has up-to-date records management guidelines. Use a personal calendar, not your work calendar, to keep track of your personal appointments. Introductory training that builds organizations of professionals with working privacy knowledge. Ensuring a departing contractor complies with policies and procedures regarding preservation, transfer, and deleting of records. Notify the Records Management office immediately if you are concerned that this is about to happen or has already happened. It helps the Library continue to operate in the event of a disaster. Ensuring OpDiv ROs incorporate records management principles and policies in all phases of the EPLC process. Emergency operation records and plans, orders of succession. This includes, but is not limited to, magnetic media, such as tapes and disks, and optical disks. Suppose you create a work document on your computer and you continue to update it yourself. Practice good records management; destroy extra copies and other non-record materials as soon as you are finished using them. And did you know that all records and extra copies that are kept too long can create problems in litigation? 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. 1. They do not document how the Library conducts business. All employees and contractors working at a Federal agency are required by law to create and keep records that document the agencys business. Ensuring that social media content containing official records are maintained in accordance with HHS recordkeeping requirements. 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 are not responsible for filing and preserving or disposing of the official record copy of that document. All contract employees who have access to (1) HHS federal information or a federal information system or (2) personally identifiable information, must complete the applicable OpDiv and StaffDiv Records Management training before performing any work under their contract. Destroy those convenience copies and other non-record materials youve been keeping that you no longer need. NARA has also determined that a small percentage of records produced by Federal agencies have historic value and must be preserved forever in the National Archives. Selecting the Launch Training button will redirect you to JKO. Overseeing the Department-wide records management program. Remember that the records you create or receive at your Library job belong to the Federal government. Managing our records preserves the Librarys operational history, and it helps us do our day to day work more efficiently too; we all need to be able to locate, share, and use the information we need when we need it. No additional guidance is required to implement this policy. Just by doing your work, you are probably creating or receiving government records without even thinking about it. hhs annual records management training quizlet. (NARA Bulletin 2010-05: Guidance on Managing Records in Cloud Computing Environments (2010)). It protects the rights of the Library, its employees, and its customers. 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 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. Each HHS OpDiv and StaffDiv must maintain a centralized file plan that includes the title and description of its records, including electronic media. Headquarters Air Force (HAF), MAJCOM, Field Operating Agencies (FOA), Direct Reporting Units (DRU). Ensuring the technical security of the OpDiv electronic data records according to HHS and OpDiv standards. You must have a JKO account to take this training. No extra copies may remain at the Library once the record copy has been destroyed. Be careful not to include personal notes in your work-related notes or mix your personal papers with your work papers. 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) Explain why untreated heat stroke can rapidly lead to death: Which organization level is responsible complete, accurate, trustworthiness, and ease of accessibility of their records? AFQTPXXXXX_222RA, Records Management - User Training. Treat records as property of the U.S. government. Unsolicited external correspondence. 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 Conducting periodic compliance evaluations of records management programs. You will be able to take your personal papers with you, and you may do so without permission. 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. You should not use it for a lot of personal business. 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. What is the retention period of records retained in a staging area? The third and final phase of the records life cycle is Disposition. Do not delete your electronic records.
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