hhs annual records management training quizlet

Organizing files for efficient and effective retrieval. It enables the Library to respond quickly and thoroughly to Congressional requests, legal investigations, audits, and other requests for Library records. Thereafter, the employees must complete annual Records Management training throughout the life of the contract. In special cases, you may need to hold on to certain records past their disposition date due to legal activity involving those records. Preserve the content of electronic records, and their context and structure, over time. You should not use it for a lot of personal business. Your Liaison will make sure that the record is properly retired and separated from active records, according to the File Plan. Commanders These employees are identified by their positions, and their email accounts are designated as special accounts, called Capstone accounts. Extra storage space for paper or electronic records costs money too. Purge non-record materials, personal papers and extra copies. What is the retention period of records retained in a staging area? Within AFRIMS, how are permissions assigned? Recommend designation of Records Managers (RMs) to support the OpDiv ROs in the implementation of recordkeeping requirements for major programmatic and administrative records. 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). 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? Please note that the accidental removal, defacing, alteration or destruction of Federal records is prohibited and can be punishable by law. PDF By Order of The Air Force Instruction 33-322 Secretary of The Air - Af Overseeing the Department-wide records management program. You may delete or overwrite them with each update. (44 U.S.C. 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. Ensuring that HHS employees and contractors complete the annual records management training. 6.9.1. This Policy also applies to HHS employees, contractor personnel, grant recipients, interns, and other non-government persons supporting HHS. Food and Drug Administration, HHS. This Policy applies to all HHS components, as well as organizations conducting business for or on behalf of HHS through contractual, grant-making, or other relationships. However, such policies by themselves will not address an agency's compliance with the Federal Records Act and NARA regulations. 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. CMSAF Post on Twitter - Record. Do not delete your electronic records. Every record in your office must be kept for a certain period of time, according to the disposition instructions listed in the LRS. Security Awareness Training - QualityNet Security - QualityNet Confluence Keep your work area and computer clean of accumulating non-record materials. Who is responsible for identifying the function's vital records and approving the vital record inventory? Examples include personal notes, journals, correspondence, or other materials relating to your private or professional life outside the Library. You will be reminded to organize your own records and destroy all the non-record materials you no longer need. If you are using a screen reader application, continue with this course. HHS Policy for Implementing Electronic Mail (Email) Records Management (2019). (36 CFR 1222.34)7, 6.2.1. Quiz, Psychological Research & Experimental Design, All Teacher Certification Test Prep Courses, Computer & Peripheral Device Troubleshooting, Formatting Worksheets & Workbooks in Excel, Format & Modify Text with Functions in Excel, Create and Manage Presentations in PowerPoint, Group Communication Skills in the Workplace, Effective Messaging for Workplace Communication, Employee Training & Professional Development, Financial Statement Analysis in Accounting, Understanding Diversity while Communicating, IAAP CAP Exam Study Guide - Certified Administrative Professional Flashcards, Working Scholars Bringing Tuition-Free College to the Community, Name the contingency plan that recovers lost or destroyed records, Know what you would consider a decade-old record from a dentist's office, Understand what a business should do to protect its records, Learn what the Health Insurance Portability and Accountability Act (HIPPA) enforces. They must also be organized and stored properly while in the office. Lets look at some common examples. If they do not contain P.I.I., destroy them by recycling them. Ensuring OpDiv ROs incorporate records management principles and policies in all phases of the EPLC process. Quiz, Records Management Process in Organizations, Records Management Process in Organizations Every year, each Library office will be asked by the Records Management office to participate in a dedicated records review and cleanup activity. Must Have and Should Have requirements also help agencies prioritize procurement of these ERM tools according to their needs and financial priorities. Welcome to the Records Management Awareness training course. Quiz, Physical & Electronic Records Management You will find helpful resources on their website. Official websites use .gov Reviewing responsive federal records provided by HHS employees, contractors, interns, and fellows for release to the public under the FOIA. 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. Delete your transitory emails, non-record emails, and personal emails from your Outlook mailbox. 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. Serving as the Senior Agency Official for Records Management (SAORM). HHS OpDivs and StaffDivs must create standards and policies for managing records created, used, or stored in cloud computing environments: 6.3.1. Records management programs must manage organizational information so that it is timely, accurate, complete, cost-effective, accessible and useable. Completing requirements for a NARA certificate of Federal Records Management Training. Quiz Introduction - HHS.gov If kept there, such personal papers must be clearly designated as such and maintained separately from Federal records and nonrecords. Electronic Records Management System (ERMS). What is the retention period for records transferred to NARA? Social (moral, ethical and legal) responsibility. Just like with paper files, your electronic files should be logically organized, clearly named, and dated. Emergency operation records and plans, orders of succession. Lets put all this information together and look at some examples of documents you might encounter at work. These instructions should include scheduling system documentation, metadata, and related records. You may use the menu to go to a different section at any time, except during the course test. To sum it up: Think carefully about every email message before you delete it. Serving as the primary contacts responsible for overseeing the OpDivs records management program and ensure the OpDiv has up-to-date records management guidelines. Annual Reports; Agency Reports. Records Management Training Online Lessons | National Archives Ensuring a departing contractors record materials, including email records, have been reviewed prior to the contractors departure. 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 . 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. 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. Any documented materials related to work that do not fit the definition of a record are considered non-record materials. Records may only be protected and classified at ______ level (s). 97154. The File Plan crosswalks the files in your office to the LRS, and its a very important records management tool. Quiz Introduction Department of Health and Human Services (HHS) Annual Records Management Training Main Content Quiz Introduction Your are almost done! Personal papers cannot be put into storage with records later on. An official website of the United States government. The Records Management office will ultimately transfer your permanent records to NARA. Selfie w/First Sergent - Not a Record. These records are permanent. In records management terms, our collections are library or museum materials acquired and preserved solely for reference or exhibition purposes. Jose Arrieta, Chief Information Officer (CIO), Scott W. Rowell, Assistant Secretary for Administration (ASA). 200 Independence Avenue, S.W. Web Design System. No additional procedural steps are required to implement this policy. Quiz & Worksheet - Record Management Basics | Study.com Records Management Program Staff / HHS Managers and Supervisors - HHS.gov hhs annual records management training quizlet. OpDivs and StaffDivs must identify these federal records and determine how they will be managed. Would you expect to find an ionic compound of formula A1A2A_1 A_2A1A2? hhs annual records management training quizlet Do NOT dispose of it. 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), and National Institute of Standards and Technology (NIST) (Draft) 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. Just by doing your work, you are probably creating or receiving government records without even thinking about it. 10/01/2023. Ensuring that information systems intended to carry out electronic records management align with NARAs and HHSs requirements for records stored in an electronic recordkeeping system. 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. Studying this lesson will help you: 41 chapters | What are his weight and mass. 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. Consult with your Records Liaison or the NIH Records Officer if you are unsure how to manage your records. 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. 12/31/2023. Annual OSD Records and Information Management Training - Quizlet The Act requires all federal agencies to create and preserve records that document the agencys organization, function, policies, decisions, procedures, and transactions. 3501 3549 (2011), The Privacy Act of 1974, 5 U.S.C. You will probably receive many non-record convenience copies in your Library career, and it is important that you know how to treat them differently from records. Bottom line do not use your personal email account for Library business. Keep all records separate from convenience copies and personal papers. 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! 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. The effective date of this Policy is the date on which the policy is approved. Some records are more valuable as legal or historical evidence of the Librarys work than others. Do NOT delete official Library records from your email account. And its against the law to destroy them too soon! 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. You probably already know that the National Archives is a majestic building in Washington, D.C. which preserves our nations most important historic documents. We will look at that distinction shortly. 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. Create your account to access this entire worksheet, A Premium account gives you access to all lesson, practice exams, quizzes & worksheets, IAAP CAP Exam Study Guide - Certified Administrative Professional. That means we are each responsible for documenting our Library work and saving it for an appropriate amount of time as an official record of how the Library serves Congress and the public. Completing annual records management training. Launch Training. At minimum, a records management clause ensures that the Federal agency and the contractor are aware of their statutory records management responsibilities. Quiz, Records Life Cycle: Definition & Stages 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. Requesting funds for records storage costs. You'll get practice applying the following skills: To learn more information about this verb basics, check out the related lesson, Records Management Basics: Terminology & Examples. annual osd records and information management training quizlet All rights reserved. Dont delete them. The National Archives and Records Administration, or NARA, oversees how all Federal agencies manage their records, from creation through disposal. Your Records Liaison will maintain custody of the File Plan, but you should keep track of which records you have so that you can help your Liaison keep the File Plan up to date. We conduct a lot of business by email because its a quick, effective way to communicate with one another. (18 U.S.C. It is best to keep your personal information separate from your work information. GDPR Training Learn the legal, operational and compliance requirements of the EU regulation and its global influence. The Records Management office is required to notify NARA if the unauthorized removal or destruction of any records has occurred at the Library. 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? 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. But did you know that the National Archives also performs another important function which affects us here at the Library every day? 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. Ensure that departing employees federal records have been identified and properly disposed of in accordance with approved records disposition schedules before the employees departure. 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. Department of Health and Human Services (HHS) OCIO-2007-0004.001 "HHS Policy for Records Management," November 25, 2015 . Your duplicate copy of any document that someone else created is not a government record as long as it does not require you to take any direct action or make a decision that impacts the Library. Be careful not to include personal notes in your work-related notes or mix your personal papers with your work papers. Basic Records Management Flashcards | Quizlet Destroy those convenience copies and other non-record materials youve been keeping that you no longer need. Practice good records management; destroy extra copies and other non-record materials as soon as you are finished using them. Receive the latest updates from the Secretary, Blogs, and News Releases. Personally Identifiable Information, or P.I.I., is a type of sensitive information that can be used to identify individuals, and it must always be protected from exposure to unauthorized people. Temporary records are records approved by NARA for disposal after a specified retention period. Web Design System. File plans must be designed to enhance the current use of the files, the preservation of archival records, and the prompt and systematic disposition of permanent and temporary records according to the appropriate records schedule. Let your Records Liaison know if you think you have any records that are not listed in the File Plan. Remember, records are government property. Share sensitive information only on official, secure websites. Cooperating with the Records Manager/Records Liaison and the OpDiv Records Management Officer in periodic evaluations of office records. When you retire or move on from the Library, you cant take any records with you, and there are restrictions on which non-record materials you can take. 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. DO delete transitory records, non-record materials, and personal emails regularly, as soon as you no longer need them for information. 3101 3107 (2011), Unlawful Removal, Destruction of Records, 44 U.S.C. ), are collected, organized, and categorized to facilitate their preservation, retrieval, use, and disposition. Your office should have a logical filing system that includes file folders for paper recordsand folders on a shared network drive for electronic documents. Good records management provides many benefits to us and the people we serve. Inserting a records management clause in contracts ensuring contractors are aware of and adhere to HHS records management policies. The Act calls for agencies to establish a records management program consisting of policies, procedures, and activities to manage recorded information. You will create or receive many different records during your Library career. 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 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. HIPAA Training and Resources | HHS.gov 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 Save all records for the appropriate amount of time, according to the official instructions authorized by the Government. Which program minimized the Federal paperwork burden on the public, small businesses, and state and local governments? CRM/ARM (Command/Agency Records Managers). One. English, science, history, and more. 6.1.4.1. Ensures authenticity, integrity, and reliability i.e., contains unchanged, redundant information (prevents unauthorized alternation, modification, concealment, or deletion). The Records Management office will take care of destroying your temporary records according to official procedures. If so, the email message is a record and you must keep it in your Outlook mailbox. Welcome to the Records Management Awareness training course. (NARA Bulletin 2015-02: Guidance on Managing Electronic Messages (2015)), Agency records are the property of the federal government, not the property of individual employees, and must not be removed from the Department without proper authority. Use of contractor's site and services may require management of Federal records. The contractor must also ensure subcontractor compliance with this training requirement. You will receive your score and answers at the end. Provides for compliance and disposition i.e., meets regulations and complies with agency records schedules. If we dont dispose of records on schedule, the Library can waste time looking through records that should have already been destroyed. Include instructions on how all records will be captured, managed, retained, made available to authorized users, and retention periods applied. This will protect the information from being seen by unauthorized people. Ensuring office records are accurately listed and detailed in the office file plan. Because they do not capture evidence of the Librarys important actions or decisions, non-record materials do not need to be preserved. Articles - International Association of Privacy Professionals Records Management Questions | U.S. Department of the Interior The File Plan is also a very useful tool for organizing the work of your office, especially when staff transitions take place. i Information. Unlike temporary records, permanent records are never destroyed. They will guide your office in managing its records properly and helping you determine which documents are records. Thats right. Designating OpDiv ROs to oversee the records management program. However, a small percentage of employees do create permanent email records. Security Awareness and Training | HHS.gov Define which copy of records will be declared as the agency's record copy and manage these in accordance with 36 CFR Part 1222. 2. The millions of books, manuscripts, photographs, maps, and other items in the Librarys collections are not records. 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. With help from the Records Management office, your Records Liaison has created a File Plan for your entire office. Your personal papers are not government records. New York State Medicaid Update - March 2023 Volume 39 - Number 6 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. When notified that a contractor is transferring or leaving the Department, consult with departing contractors to follow litigation records management procedures. ACTION: Notice. 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. During this phase, the inactive record should still be kept, but it should be stored separately from active records that are still being used. Recognize which materials you do and dont need to keep. 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. Records management objectives usually fall into one of three categories: Service (effective and efficient), Profit (or cost-avoidance), and. That can be a time-consuming and risky process, because you are not allowed to remove any information that is part of the government record. Department of Health and Human Services (HHS) Annual Records Management Training Main Content Records Management at HHS Employees and contractors will: Organize files in a manner that facilitates efficient and effective retrieval of information. So how do you know which documents to keep and for how long? These items are called transitory records because they are only of short-term interest. Command Records Manager (CRM) and Agency Records Managers (ARM). Do not allow them to accumulate or get mixed in with more important records! HHS Human Capital > Mandatory Employee Training 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). The first phase of the records life cycle is Creation or Receipt. They document the Librarys service to the public and to Congress.

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