hhs annual records management training quizlet

Use of contractor's site and services may require management of Federal records. The Records Management office is required to notify NARA of all such unauthorized actions. HHS OpDivs and StaffDivs must create standards and policies for managing records created, used, or stored in cloud computing environments: 6.3.1. One. Once you no longer need to keep a record because you are finished working with it, tell your Records Liaison. The Act requires all federal agencies to create and preserve records that document the agencys organization, function, policies, decisions, procedures, and transactions. If an existing authority does not cover the content, a new schedule must be developed. Completing requirements for a NARA certificate of Federal Records Management Training. Working with the OpDiv RO to establish and update records schedules for electronic system. Treat records as property of the U.S. government. 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. And it is the law because proper record keeping is essential to a responsive and responsible government. To archive this Policy, approval must be granted, in writing, by the HHS CIO. What is the retention period of records retained in a staging area? Chapters 21, 29, 31, 33), and regulations of the National Archives and Records Administration (NARA) at 36 CFR Chapter XII Subchapter B). 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. 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. Electronic Record Integrating records management procedures and activities into HHS Chief Information Officer (CIO) policy and planning. Distinguish between Federal records, non-record materials, and personal papers. The most common forms are paper or electronic documents, including email. English, science, history, and more. How is the BRM notified of a pending staging request? Most employees at the Library only create or receive temporary email records. Records can exist in any form that captures information. Start Preamble Start Printed Page 25740 AGENCY: Centers for Medicare & Medicaid Services (CMS), Department of Health and Human Services (HHS). Web Design System. What are the square footage requirements of a staging area? 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. You will be reminded to organize your own records and destroy all the non-record materials you no longer need. Match the document to the correct record type: Routing Slip - Not a Record. Records schedules must be in place for all HHS records. junio 16, 2022 . Welcome to the Records Management Awareness training course. 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. HHS Policy for Records Management The same rules youve learned about all along apply to the email messages you create or receive too. Welcome to the Records Management Awareness training course. However, information about the collections, such as catalogs and acquisition documents, are records. Identification of Records, Nonrecord Materials, and Personal Papers If kept there, such personal papers must be clearly designated as such and maintained separately from Federal records and nonrecords. Remember, records are government property. The third and final phase of the records life cycle is Disposition. Note that the Records Management office is located within OCIO. Ensuring federal employees, contractors, interns, and fellows complete initial and annual records management training. The unauthorized removal, concealment, falsification, mutilation, and/or disposition of official records is prohibited by law and is subject to penalty. hhs annual records management training quizlet 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. 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! Do NOT dispose of it. Unless otherwise noted, these requirements apply to all electronic records systems, whether on microcomputers, minicomputers, or mainframe computers, regardless of storage media, in the network or stand-alone configurations. Providing guidance and operational support for the implementation of litigation holds and other types of legally required holds on records and other documentary materials. Who works with RCs to properly identify vital records and establish a restoration and disaster recovery plan for paper and electronic records? Annual Privacy Training Quizlet However, if the copy provided you with information that you must act upon, your copy is a record. You will find helpful resources on their website. If an existing authority does not cover the content, a new schedule must be developed. 2003, Date: 11/26/2014), Universal Electronic Records Management Requirements (2017), HHS Agency Records Control Schedules (2019), General Record Schedule 6.1: Email Managed under a Capstone Approach (2017), HHS Policy for Rules of Behavior for Use of Information and IT Resources (2019), https://www.archives.gov/records-mgmt/policy/records-mgmt-language, https://www.archives.gov/about/laws/disposal-of-records.html, https://www.archives.gov/about/laws/records-management.html, https://www.archives.gov/about/regulations/regulations.html, https://www.archives.gov/about/laws/fed-agencies.html, https://www.law.cornell.edu/uscode/text/18/641, https://www.law.cornell.edu/uscode/text/18/2071, https://www.archives.gov/files/records-mgmt/policy/m-19-21-transition-to-federal-records.pdf, Disposition Dispose or destroy (temporary records) or transfer to NARA (permanent records). You'll find questions that challenge your understanding of file record maintenance, contingency. During a legal case, the Library may be required to search for all relevant documents in its possession. Delete or destroy transitory records as soon as you no longer need them for information. CMSAF Post on Twitter - Record. 3501 3549 (2011), The Privacy Act of 1974, 5 U.S.C. Ensuring office records are accurately listed and detailed in the office file plan. These items are called transitory records because they are only of short-term interest. 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. You must file them with the related records and keep them.. Contact your Records Liaison for assistance if there are too many non-record materials to shred in the office. 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. 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. Each office has at least one staff member designated as the Records Liaison. Records Liaisons have been specially trained by the Records Management office to help their offices organize and dispose of their records properly. They capture evidence of the agencys organization, functions, policies, decisions, procedures, operations, or other business activities. Records Management Program Staff / HHS Managers and Supervisors - HHS.gov Document #: HHS-OCIO-PIM-2020-06-004Version #: 2.0Last Reviewed: May 2020Next Review: May 2023Owner: OCIO/PIMApproved By: Jose Arrieta, Chief Information Officer (CIO). Department of Health and Human Services (HHS) OCIO-2007-0004.001 "HHS Policy for Records Management," November 25, 2015 . 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. hhs annual records management training quizlet 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? 2023 Records Management. The millions of books, manuscripts, photographs, maps, and other items in the Librarys collections are not records. 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. All organizations collecting or maintaining information or using or operating information systems on behalf of the Department are also subject to the stipulations of this Policy. 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? What is an automated management process which allows records professionals to prepare SF 135s? The Records Management office will take care of destroying your temporary records according to official procedures. For example, suppose you attend a meeting where you receive a copy of the information or agenda to be discussed. They are baseline ERM program requirements derived from existing NARA regulations, policy, and guidance. What is a mandatory Air Force-wide Information Management Standard Automated System? 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. The most important thing to know is what to do with those records, so that you preserve them properly and keep them for the right amount of time, according to Federal law. Unscheduled records are records whose final disposition has not been approved by NARA. Library collections. 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 it helps the Library meet its responsibilities in case of a lawsuit. department of health and human services (HHS) - Quizlet Always keep them separate from records.. However, if other people make significant changes to your document, the drafts containing those changes are records and you must keep them. The life cycle spans the time period while the records are in the custody of the agency responsible for them. Records management objectives usually fall into one of three categories: Service (effective and efficient), Profit (or cost-avoidance), and. Purge non-record materials, personal papers and extra copies. Turn your interview guide over to your HR Staffing Specialist at the end of the interview process, so that it can be preserved as a government record. 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. 6.2.2.1 Universal ERM requirements identify high level business needs for managing electronic records. Your office should create a file folder structure on your shared network drive where you will keep your electronic documents. Publications, forms, manuals, brochures, and other types of processed documents that are stocked and distributed by the Library to customers or employees are not records. If you are NOT using a screen reader application, you have clicked on the wrong link. Providing records management expertise and participating in the review and development of proposed electronic records management systems. 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. All Federal records have a life cycle. ACTION: Notice. 2901(2)).3, 6.1.1. These instructions should include scheduling system documentation, metadata, and related records. What is defined as the records an office uses frequently in current business or until a cutoff period is met? Coordinating the development of OpDiv records schedules with the National Archives and Records Administration (NARA). Introduction Welcome to the Department of Health and Human Services (HHS) Annual Records Management Training. These requirements contain six sections based on the lifecycle of electronic records management: 6.2.3.1.

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