hhs annual records management training quizlet hhs annual records management training quizlet

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. Remember, removal or destruction of records without proper authorization is illegal and punishable by law. Coordinating with OpDiv and StaffDiv RMs and RLs regarding all aspects of records management. It is documenting your direct role in the the business of the Library. After completing this course, you should be able to: The fundamental reason we practice records management is because it is the law. Collect, organize, and categorize records to facilitate their preservation, retrieval, use, and disposition. 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. Welcome to the updated visual design of HHS.gov that implements the U.S. During this phase, the inactive record should still be kept, but it should be stored separately from active records that are still being used. If you work in CRS, the Copyright Office, or an Overseas office, talk to your Records Liaison for special instructions on destroying temporary records. 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? If you originated or contributed significantly to a work-related document, or you are required to take action on it, your copy of the document is a record of government business. Be distinguished from an information system by linkages to activities its documents and by its ability to preserve and provide access to the content, structures, and context of the records. Each HHS OpDiv and StaffDiv must maintain a centralized file plan that includes the title and description of its records, including electronic media. 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. You probably already know that the National Archives is a majestic building in Washington, D.C. which preserves our nations most important historic documents. 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. 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. To archive this Policy, approval must be granted, in writing, by the HHS CIO. Who is responsible for identifying the function's vital records and approving the vital record inventory? 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. Be careful not to include personal notes in your work-related notes or mix your personal papers with your work papers. LMS/SCORM - Download the LMS/SCORM file for use in your agency's learning management system. Records Management Training Program Supporting the Development of Records and Information Management Professionals The Records Management Training Program provides five services that support records management training performed by Federal agencies. They are baseline ERM program requirements derived from existing NARA regulations, policy, and guidance. Quiz, Business Records Classification & Categories 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. (18 U.S.C. The Records Management office will ultimately transfer your permanent records to NARA. 3301 3324 (2011), Definition of Records, 44 U.S.C. If a cloud provider ceases to provide services, an agency must continue to meet its records management obligations. Use a personal calendar, not your work calendar, to keep track of your personal appointments. HHS OpDivs and StaffDivs must create standards and policies for managing records created, used, or stored in cloud computing environments: 6.3.1. The Librarys version of these instructions is called the Library of Congress Records Schedule, or LRS. 6.2.2.1 Universal ERM requirements identify high level business needs for managing electronic records. 2901(2)).3, 6.1.1. CMSAF Post on Twitter - Record. OpDivs and StaffDivs must identify these federal records and determine how they will be managed. 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. All supervisors or appropriate officials must: Official records must be protected against loss, unauthorized destruction or alteration, and illegal removal from HHS in order to ensure adequate documentation of organization, functions, policies, decisions, procedures, and essential business transactions. Questions, comments, suggestions, and requests for information about this Policy should be directed to HHSRecordsManagement@hhs.gov. Unsolicited external correspondence. Instructions on how to download the files. Ensure that departing employees federal records have been identified and properly disposed of in accordance with approved records disposition schedules before the employees departure. ACTION: Final rule. 2. Web Design System. The life cycle spans the time period while the records are in the custody of the agency responsible for them. Those records are eventually transferred to the National Archives, where they are preserved forever. i Information. These designations help vendors determine what functions their tools must perform, as opposed to those that are ideal. Coordinating records management issues with other federal and regulatory agencies, including NARA, OMB, GSA, GAO, and OPM. Recordkeeping within a particular program. Serving as the Departments representative with NARA, other federal agencies, and external organizations on matters pertaining to records management. Providing copies of responsive federal records to the appropriate Freedom of Information Act Official when requested by the public. The electronic records that are created in Library systems such as the ILS, Momentum, and eCo must not be deleted or overwritten arbitrarily. You will need to score at least 80% on this short quiz in order to finish the course. The agencies may describe these responsibilities in agreements among the participating offices or agencies. Managing prompt disposal of temporary records stored in Federal Record Centers and the timely transfer of permanent records to NARA. Do not change, destroy, or overwrite those edited copies. Many documents contain information on how the Library conducts business; but not every copy needs to be kept as an official record. So, if we are supposed to keep records, we need to know what they are and what they arent. Welcome to the updated visual design of HHS.gov that implements the U.S. Remember, records are government property. Distinguish between Federal records, non-record materials, and personal papers. Electronic Recordkeeping System (ERKS), 6.2.1.1. The second phase of the records life cycle is Maintenance and Use. Document #: HHS-OCIO-PIM-2020-06-004Version #: 2.0Last Reviewed: May 2020Next Review: May 2023Owner: OCIO/PIMApproved By: Jose Arrieta, Chief Information Officer (CIO). Ensuring federal employees, contractors, interns, and fellows complete initial and annual records management training. Personal papers are documentary materials belonging to an . This Policy does not address the supplemental preservation requirements for records associated with litigation, investigations, and audit matters. Selfie w/First Sergent - Not a Record. 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? NARA also determines which records should never be destroyed because they are historically important to the United States. hhs annual records management training quizletchaska community center day pass. 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. Keep them well organized in your network folders so that the Records Management office will be able to preserve them for the proper amount of time and handle their disposition according to the LRS. (44 U.S.C. 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. The HHS CIO has the authority to grant a one (1) year extension of this Policy. Assisting in investigating the unauthorized removal of records or the actual and potential threats to records (e.g., removal, alteration, or deliberate or accidental destruction). Ensuring contractors complete initial and annual records management training. Keeping too much material costs the Library money and reduces efficiency and productivity. Notify the Records Management office immediately if you are concerned that this is about to happen or has already happened. Who serves as technical advisor to the Air Force and reviews all requests for internal and public information collections? Ensuring federal employees, contractors, interns, and fellows are aware of and adhere to HHS records management policies. Must Have and Should Have requirements also help agencies prioritize procurement of these ERM tools according to their needs and financial priorities. The Presidential and Federal Records Act Amendments of 2014 modernize records management by requiring the transfer of records from federal agencies to the National Archives and Records Administration (NARA) in digital or electronic form to the greatest extent possible. hhs annual records management training quizlet Encouraging your child to run a kid's car wash can be an excellent choice of summer job. Start Preamble Start Printed Page 25740 AGENCY: Centers for Medicare & Medicaid Services (CMS), Department of Health and Human Services (HHS). Annual. Records management objectives usually fall into one of three categories: Service (effective and efficient), Profit (or cost-avoidance), and. No. Records management training . The content of the message determines whether it is a record. 10/01/2023. They document the Librarys service to the public and to Congress. Remember that the records you create or receive at your Library job belong to the Federal government. If you have included any personal information in your work documents, it will become part of the record the Library keeps, unless you remove it first. Personal papers may also include materials you brought with you to the Library, such as documents you created at a previous job. 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. You will receive your score and answers at the end. 2901 2910 (2011), Records Management by Federal Agencies, 44 U.S.C. Providing guidance and operational support for the implementation of litigation holds and other types of legally required holds on records and other documentary materials. Now its time to test your knowledge with a brief quiz. Who serves as the Office of Primary Responsibility for the management and oversight of the Search Request and Litigation Hold process? 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. Include instructions to periodically test transfers of federal records to other environments, including agency servers, to ensure the records remain portable. And remember that your Library computer is government property. Introductory training that builds organizations of professionals with working privacy knowledge. The contractor must also ensure subcontractor compliance with this training requirement. Chain of custody refers to the chronological documentation or paper trail, showing custody, control, transfer, and disposition of federal records for departing or transferring employees. All employees and contractors are required to take annual records management training. Serving as the Senior Agency Official for Records Management (SAORM). 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. The cycle has three phases: Lets examine your responsibilities in each phase. 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. Stock publications. The files are compiled as SCORM 1.2. 2. The current version of this Policy will always reside in the OCIO Policy Library. Commanders And when it comes time to send records to storage, you cannot include any personal papers or or non-record materials with them. 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. Share sensitive information only on official, secure websites. 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? 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. Provides for compliance and disposition i.e., meets regulations and complies with agency records schedules. Suppose you create a work document on your computer and you continue to update it yourself. And did you know that all records and extra copies that are kept too long can create problems in litigation? Files containing paper records may be stored in a central location, or at someones individual workstation. During this phase, the record that someone created or received is filed in the office and used for work. They document official Library business. HHS Policy for Mobile Devices and Removable Media (2019). 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? CRM/ARM (Command/Agency Records Managers). Which search requests are processed external to AFRIMS? English, science, history, and more. Because most of our office work is done on computers, most of the records we create exist in electronic form. Dont forget, it is against the law to delete records without authorization! In other words, the record is retired for a period of time. 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. false. Once you no longer need to keep a record because you are finished working with it, tell your Records Liaison. What is the retention period for records transferred to NARA? Separate them from other documents and keep them in a safe place. 2023 Annual Ethics Training. Transitory records appear very often in our email, as well see in a moment. The goal of the evaluations is to measure the effectiveness of records management programs and practices and to ensure that they comply with NARA regulations. Overstuffed file cabinets, congested office space, and overloaded computers make it hard to access needed information quickly, and that keeps us from working efficiently. Managing our records preserves the Library's 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. Someone else is. And it helps the Library meet its responsibilities in case of a lawsuit. It protects Library business from inappropriate or unauthorized access. Huntersville-Bryton, NC - S. Old Statesville Rd 11124 S. Old Statesville Road Huntersville, NC 28078 . What are the square footage requirements of a staging area? 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 It preserves the Librarys institutional knowledge and history. Library and museum material made or acquired and preserved solely for reference or exhibition purposes or duplicate copies of records preserved only for convenience are not included (44 U.S.C. Do not dispose of them until you receive instructions from OGC that the litigation hold has been lifted. Ensuring office records are accurately listed and detailed in the office file plan. The locations of all records should be listed in the File Plan. Think of them as very temporary records. Quiz & Worksheet - Record Management Basics, refers to recording office conversations regarding maintenance, refers to the physical cleaning of records, Records Management Basics: Terminology & Examples, IAAP CAP Exam Study Guide - Certified Administrative Professional Course Practice, Records Management Basics: Terminology & Examples The Act requires all federal agencies to create and preserve records that document the agencys organization, function, policies, decisions, procedures, and transactions. If an agency decides to create or join a private or community cloud, it will still need to meet records management responsibilities. Ensuring proper disposition of office records. Separate your personal papers from all your other documents. After you pass the quiz, proceed to the course conclusion. AF Achievement Medal w/Order Number - Record. Any documented materials related to work that do not fit the definition of a record are considered non-record materials. Course Preview. These emails are transitory records, and you can delete them as soon as you are done with them. 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 . Include instructions on conducting a records analysis, developing and submitting records retention schedules to NARA for unscheduled records in a cloud environment. If you are using a screen reader application, continue with this course. This Policy also applies to HHS employees, contractor personnel, grant recipients, interns, and other non-government persons supporting HHS. Secure .gov websites use HTTPS 302 quizzes. Unlike temporary records, permanent records are never destroyed. 12/31/2023. Requesting funds for records storage costs. These records are permanent. Your interim drafts are not records. All employees and contractors working at a Federal agency are required by law to create and keep records that document the agencys business. OpDivs and StaffDivs must implement a records maintenance program so that complete records are filed or otherwise identified and preserved; records can be readily found when needed; and permanent and temporary records are physically segregated from each other; or for electronic records, are segregated. 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. Although you are not required to document everything you do every day at work, you are responsible for documenting any important actions you take or decisions you make that reflect the work of the Library. The Records Management office is required to notify NARA of all such unauthorized actions. Unscheduled records are records whose final disposition has not been approved by NARA. Appointing the HHS Records Management Officer to guide and coordinate the HHS Records Management Program. The Library is legally responsible for any records or copies of records that are discovered here, no matter how old they are. Upon completion of each assessment, agencies are required to make that PIA publicly available. Quiz, Maintaining Record Confidentiality Headquarters Air Force (HAF), MAJCOM, Field Operating Agencies (FOA), Direct Reporting Units (DRU). If they do not contain P.I.I., destroy them by recycling them. Data governance typically addresses interoperability of computing systems, portability of data (able to move from one system to another), and information security and access. Include the agency records management officer and/or staff in the planning, development, deployment, and use of cloud computing solutions. Whenever you have questions about managing your records, ask your Records Liaison for assistance.