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. Welcome to the Records Management Awareness training course. Keep them separate. Who grants the Managing Attorneys access to specific folders by request as necessary? The most important records the Library creates are permanent and must eventually be transferred to NARA rather than destroyed. (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. All other trademarks and copyrights are the property of their respective owners. Do not dispose of them until you receive instructions from OGC that the litigation hold has been lifted. (NARA Bulletin 2010-05: Guidance on Managing Records in Cloud Computing Environments (2010)). (36 CFR 1222.34)7, 6.2.1. Providing records management expertise and participating in the review and development of proposed electronic records management systems. NARA also determines which records should never be destroyed because they are historically important to the United States. This course is designed to help you know your basic responsibilities for managing federal records, including the laws, policies, and procedures that govern federal records management. (NARA Guidance on Records Management for Contracts)5. Using information from the System Inventory in the various reporting and oversight requirements. As a member, you'll also get unlimited access to over 88,000 lessons in math, Ensuring that recordkeeping requirements are established, implemented, and periodically updated for all offices. AFQTPXXXXX_222RA, Records Management - User Training. Start Preamble Start Printed Page 25740 AGENCY: Centers for Medicare & Medicaid Services (CMS), Department of Health and Human Services (HHS). hhs annual records management training quizlet Encouraging your child to run a kid's car wash can be an excellent choice of summer job. 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 second phase of the records life cycle is Maintenance and Use. New incumbents must obtain the certificate within one year of assuming the position of Departmental ARO. Quiz, Records Management Process in Organizations, Records Management Process in Organizations Inserting a records management clause in contracts ensuring contractors are aware of and adhere to HHS records management policies. Providing copies of responsive federal records to the appropriate Freedom of Information Act Official when requested by the public. 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. 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. Give an example of a moving object that has a velocity vector and an acceleration vector in the same direction and an example of one that has velocity and acceleration vectors in opposite directions. Electronic Recordkeeping System (ERKS), 6.2.1.1. Which system provides real-time access and management of the USAF Records Disposition Schedule (RDS)? Who serves as technical advisor to the Air Force and reviews all requests for internal and public information collections? Ensuring proper recordkeeping of Authorization to Operate (ATO) approved systems. Remember that the records you create or receive at your Library job belong to the Federal government. Who serves as the Office of Primary Responsibility for the management and oversight of the Search Request and Litigation Hold process? Extra storage space for paper or electronic records costs money too. The HHS CIO has the authority to grant a one (1) year extension of this Policy. The format or medium doesnt matter. If you are using a screen reader application, continue with this course. You probably already know that the National Archives is a majestic building in Washington, D.C. which preserves our nations most important historic documents. If you work in CRS, the Copyright Office, or an Overseas office, talk to your Records Liaison for special instructions on destroying temporary records. Nature of Changes. Working with the OpDiv RO to establish and update records schedules for electronic system. Plus, get practice tests, quizzes, and personalized coaching to help you succeed. 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? Please note that the accidental removal, defacing, alteration or destruction of Federal records is prohibited and can be punishable by law. What is defined as a storage area that receives and maintains inactive records in less costly space and equipment than Air Force uses in current files areas? Training records should include: Dates of the training ; Content of the training ; Names and qualifications of trainers; Names and job titles of attendees; Other requirements: Employee training records must be maintained for three years. 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) Does it contain evidence of the Librarys work, such as past or future actions or decisions? 10/01/2023. They belong to you. Think of them as very temporary records. At which level is the Air Force Information Collections and Reports Management Program managed? HHS Operating Divisions (OpDivs) and Staff Divisions (StaffDivs) must adopt and implement this Policy, or may create a more restrictive policy, but not one that is less restrictive or less comprehensive than this Policy. Records are managed using the three phases of the records lifecycle: Effective and efficient management of records provides the information foundation for decision-making at all levels, mission planning and operations, personnel services, legal inquiries, business continuity, and preservation of U.S. history. 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. It is documenting your direct role in the the business of the Library. If an existing authority does not cover the content, a new schedule must be developed. Click here to take the All-staff version of the course. Maintaining electronic information systems in accordance with approved records schedules and NARA requirements. Each OpDiv and StaffDiv is responsible for establishing, in consultation with continuity of operations (COOP) points of contact, an Essential Records program to select and safeguard records that would be required to ensure continuity of essential functions during and following a national disaster. Ensuring HHS oversight and compliance with Federal Information Security Management Act (FISMA) to include the development and maintenance of the overall security of HHS IT systems and system inventory. Chapter 31)10. Violations by Title 32 Air National Guard military personnel HHS policy states that operating divisions (OPDIVs) are responsible for completing and maintaining PIAs on all systems (developmental and operational). DATES: 3101 3107 (2011), Unlawful Removal, Destruction of Records, 44 U.S.C. It enables the Library to respond quickly and thoroughly to Congressional requests, legal investigations, audits, and other requests for Library records. Ensuring that social media content containing official records are maintained in accordance with HHS recordkeeping requirements. Illustrated below are four ions A1,A2,Z1-A_1, A_2, Z_1A1,A2,Z1, and Z2Z_2Z2 - showing their relative ionic radii. 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. 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? Dont delete them. Recognize which materials you do and dont need to keep. You will receive your score and answers at the end. Let your Records Liaison know if you think you have any records that are not listed in the File Plan. Because they do not capture evidence of the Librarys important actions or decisions, non-record materials do not need to be preserved. AF Achievement Medal w/Order Number - Record. The same rules youve learned about all along apply to the email messages you create or receive too. 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? true. Your Liaison will make sure that the record is properly retired and separated from active records, according to the File Plan. 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. Who is responsible for working with Knowledge Managers, to assist organizational personnel with conducting searches of and properly preserving information, including ESI? Select QUIZ to continue. 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). Document #: HHS-OCIO-PIM-2020-06-004Version #: 2.0Last Reviewed: May 2020Next Review: May 2023Owner: OCIO/PIMApproved By: Jose Arrieta, Chief Information Officer (CIO). Provides document content, context, and structure. Recordkeeping within a particular program. They document the Librarys service to the public and to Congress. Unsolicited external correspondence. ), are collected, organized, and categorized to facilitate their preservation, retrieval, use, and disposition. You will find helpful resources on their website. The multiple choice questions in this quiz will ask you about the basics of records management. If the OpDiv and StaffDiv has identified social media content as federal records, they must determine whether an existing disposition authority applies, including the General Records Schedule (GRS). When employees retire or move on from your office and new employees are hired, it is essential to have an up-to-date File Plan that identifies the important documents needed to keep your business functioning smoothly and where they are located. Records documenting the collections must remain separate from collections materials. Your job responsibilities will determine what you must document. 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. 3106 (2011), Disposal of Records, 44 U.S.C. Food and Drug Administration, HHS. Share sensitive information only on official, secure websites. The current version of this Policy will always reside in the OCIO Policy Library. You will need to score at least 80% on this short quiz in order to finish the course. Delegates oversight responsibility for the Department-wide records management program to the Chief Information Officer (CIO). Any documented materials related to work that do not fit the definition of a record are considered non-record materials. 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. 2. You must have a JKO account to take this training. Include instructions on conducting a records analysis, developing and submitting records retention schedules to NARA for unscheduled records in a cloud environment. 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. 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. The effective date of this Policy is the date on which the policy is approved. Records schedules must be in place for all HHS records. Ensuring the OpDiv ROs and RMs have adequate skills, training, resources, time, and appropriate authority to execute duties assigned. hhs annual records management training quizlet. The life cycle spans the time period while the records are in the custody of the agency responsible for them. 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). 2023 Annual Ethics Training. Contact your Records Liaison for assistance if there are too many non-record materials to shred in the office. During this phase, the record that someone created or received is filed in the office and used for work. Records can be numeric, graphic, and text information; media can include, but are not limited to, magnetic media, such as tapes and disks, and optical disks. Which publication lists the filing procedures? 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. 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! It ensures our accountability to Congress and the public. Remember that not all records are temporary. 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. Match the document to the correct record type: Routing Slip - Not a Record. Document the agency's organization, structure, and achievements. 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.

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