hhs annual records management training quizlet

hhs annual records management training quizlet

And its against the law to destroy them too soon! After completing this course, you should be able to: The fundamental reason we practice records management is because it is the law. What is an automated management process which allows records professionals to prepare SF 135s? They dont need to be kept as records, even though they inform us of activities. If you are using a screen reader application, continue with this course. Ensuring federal employees, contractors, interns, and fellows complete initial and annual records management training. When notified that a contractor is transferring or leaving the Department, consult with departing contractors to follow litigation records management procedures. It is equally important to destroy less valuable records or convenience copies and other non-record materials soon after they are no longer needed. 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. These emails are transitory records, and you can delete them as soon as you are done with them. Include instructions on how all records will be captured, managed, retained, made available to authorized users, and retention periods applied. true. Who must implement the AF Records Management Program for their organizations IAW AFI 33-322? AFQTPXXXXX_222RA, Records Management - User Training. Notify the Records Management office immediately if you are concerned that this is about to happen or has already happened. Electronic records are records stored in a form that only a computer can process. They capture evidence of the agencys organization, functions, policies, decisions, procedures, operations, or other business activities. Providing copies of responsive federal records to the appropriate Freedom of Information Act Official when requested by the public. OpDivs and StaffDivs should develop new records schedules if social media and instant messaging users enhance the content by adding comments, metadata or other information that becomes part of the complete record. Every year, each Library office will be asked by the Records Management office to participate in a dedicated records review and cleanup activity. annual osd records and information management training quizlet. They must also be organized and stored properly while in the office. ERM requirements are a starting point for OpDivs and StaffDivs to use when developing recordkeeping and record management system requirements. Identifying federal records that were used to conduct agency business. Overstuffed file cabinets, congested office space, and overloaded computers make it hard to access needed information quickly, and that keeps us from working efficiently. Separate your personal papers from all your other documents. Include instructions on conducting a records analysis, developing and submitting records retention schedules to NARA for unscheduled records in a cloud environment. And remember that your Library computer is government property. 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. 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. However, if other people make significant changes to your document, the drafts containing those changes are records and you must keep them. Records management programs must manage organizational information so that it is timely, accurate, complete, cost-effective, accessible and useable. The same rules youve learned about all along apply to the email messages you create or receive too. These items are called transitory records because they are only of short-term interest. It is documenting your direct role in the the business of the Library. In special cases, you may need to hold on to certain records past their disposition date due to legal activity involving those records. These employees are identified by their positions, and their email accounts are designated as special accounts, called Capstone accounts. An official website of the United States government. Ensuring the implementation of a records management program within their areas of responsibility to accomplish the objectives identified in federal regulations and HHS policies and procedures. Do not allow them to accumulate or get mixed in with more important records! 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. Designating OpDiv ROs to oversee the records management program. These records must be managed in accordance with subchapter B, chapter XII, of Title 36, Code of Federal Regulations (CFR) and chapters 29, 31, 33, and 35 of Title 44, United States Code (U.S.C.). Assisting HHS OpDiv RO with implementing the agency records management program in their work areas. A space traveler whose mass is 115 kg leaves earth. Take good care of them while they are in your custody and obey the law by disposing of them properly. You have probably accumulated some personal papers at your workstation. The Records Management office is required to notify NARA of all such unauthorized actions. No additional standards are required to implement this policy. 2901 2910 (2011), Records Management by Federal Agencies, 44 U.S.C. Cloud services refer to federal records that reside in a cloud environment hosted by a third party service provider. Ensuring office records are accurately listed and detailed in the office file plan. AF Achievement Medal w/Order Number - Record. 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. Consult with your Records Liaison or the NIH Records Officer if you are unsure how to manage your records. 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. Coordinating modifications to the office file plans and agency records schedules. Start Preamble Start Printed Page 25740 AGENCY: Centers for Medicare & Medicaid Services (CMS), Department of Health and Human Services (HHS). Introduction Welcome to the Department of Health and Human Services (HHS) Annual Records Management Training. 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). In this course, you will learn how to take proper care of the records you create and use here at the Library. The most important records the Library creates are permanent and must eventually be transferred to NARA rather than destroyed. Serving as the Senior Agency Official for Records Management (SAORM). Effective April 1, 2023, the New York State (NYS) Medicaid fee-for-service (FFS) program has added the following Current Procedural Terminology (CPT) codes to the Applied Behavior Analysis (ABA) Fee Schedule: CPT Code. Integrating records management procedures and activities into HHS Chief Information Officer (CIO) policy and planning. 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. 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. 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. Compliance with this Policy must be incorporated into applicable contract, grant, or memoranda of agreement language under separate cover, as appropriate.2. 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. Secure .gov websites use HTTPS 302 quizzes. 641 (2011), Concealment, Removal, or Mutilation Generally, 18 U.S.C. Personal papers are documentary materials belonging to an . 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? At the Assistant Secretary level or equivalent, has direct responsibility for ensuring that the agency efficiently and appropriately complies with all applicable records management statutes, regulations, and policies. Ensuring federal employees, contractors, interns, and fellows are aware of and adhere to HHS records management policies. Completing requirements for a NARA certificate of Federal Records Management Training. Define which copy of records will be declared as the agency's record copy and manage these in accordance with 36 CFR Part 1222. Delete or destroy transitory records as soon as you no longer need them for information. Quiz, Records Management Process in Organizations, Records Management Process in Organizations Ensuring OpDiv ROs incorporate records management principles and policies in all phases of the EPLC process. Records management training serves as a reminder of the responsibility to maintain and protect IHS records. Course Preview. This Policy does not supersede any other applicable law or higher-level agency directive or policy guidance. hhs annual records management training quizlet Encouraging your child to run a kid's car wash can be an excellent choice of summer job. Many documents contain information on how the Library conducts business; but not every copy needs to be kept as an official record. 3101 3107 (2011), Unlawful Removal, Destruction of Records, 44 U.S.C. Purpose The purpose of this Policy is to establish the principles, responsibilities, and requirements for managing HHS records. junio 16, 2022 . If a cloud provider ceases to provide services, an agency must continue to meet its records management obligations. The multiple choice questions in this quiz will ask you about the basics of records management. All Federal records have a life cycle. (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. If you dont need to act on it, your copy of the information distributed at the meeting is a convenience copy, and you do not need to keep it. The Act requires all federal agencies to create and preserve records that document the agencys organization, function, policies, decisions, procedures, and transactions. What is defined as the records an office uses frequently in current business or until a cutoff period is met? Ensure that departing employees federal records have been identified and properly disposed of in accordance with approved records disposition schedules before the employees departure. Bottom line do not use your personal email account for Library business. Questions, comments, suggestions, and requests for information about this Policy should be directed to [email protected]. Quiz, Physical & Electronic Records Management You'll find questions that challenge your understanding of file record maintenance, contingency plans, types of records, and more. Unscheduled records may not be destroyed or deleted. Selecting the Launch Training button will redirect you to JKO. The National Archives and Records Administration, or NARA, oversees how all Federal agencies manage their records, from creation through disposal. January 1, 2021. (44 U.S.C. Per 36 CFR ___ all automated information systems are required to implement an approved records disposition schedule into them. copyright 2003-2023 Study.com. Use a personal calendar, not your work calendar, to keep track of your personal appointments. Ensuring OpDiv ROs are adequately trained and remain current on email policies and procedures. Ensuring proper recordkeeping of Authorization to Operate (ATO) approved systems. But if you wish to take copies of Library records (which are non-record materials), you must get special permission from the Library. But dont ever destroy any records! Choose an answer and hit 'next'. These records are permanent. Lets put all this information together and look at some examples of documents you might encounter at 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. Just by doing your work, you are probably creating or receiving government records without even thinking about it. NOTE: This course is hosted on Joint Knowledge Online (JKO). Commanders Dont delete them. Coordinating with OpDiv and StaffDiv RMs and RLs regarding all aspects of records management. They document official Library business. 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. Chapters 21, 29, 31, 33), and regulations of the National Archives and Records Administration (NARA) at 36 CFR Chapter XII Subchapter B). For example, suppose you attend a meeting where you receive a copy of the information or agenda to be discussed. The Records Management office includes a staff of experts in charge of records management for the entire Library. Providing records management expertise and participating in the review and development of proposed electronic records management systems. Washington, D.C. 20201 If you are using a screen reader application, continue with this course. Page 8, Section 6.1.2 Agencys responsibility working with contractors. At minimum, a records management clause ensures that the Federal agency and the contractor are aware of their statutory records management responsibilities. Ensuring the OpDiv ROs and RMs have adequate skills, training, resources, time, and appropriate authority to execute duties assigned. CRM/ARM (Command/Agency Records Managers). 6.9.1. If so, the email message is a record and you must keep it in your Outlook mailbox. During a legal case, the Library may be required to search for all relevant documents in its possession. The Library is legally responsible for any records or copies of records that are discovered here, no matter how old they are. (36 CFR 1222.34)7, 6.2.1. Dont worry, you wont have to give up any records you still need for your work. NARA also determines which records should never be destroyed because they are historically important to the United States. 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 ), are collected, organized, and categorized to facilitate their preservation, retrieval, use, and disposition. false. It helps the Library continue to operate in the event of a disaster. 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. Whenever you have questions about managing your records, ask your Records Liaison for assistance. Do NOT dispose of it. 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. The purpose of this Policy is to establish the principles, responsibilities, and requirements for managing HHS records. What are the square footage requirements of a staging area? 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. Enrolling in a course lets you earn progress by passing quizzes and exams. Records documenting the collections must remain separate from collections materials. Of course, he should enjoy being . Transitory records appear very often in our email, as well see in a moment. Courses 198 View detail Preview site This includes, but is not limited to, magnetic media, such as tapes and disks, and optical disks. The unauthorized removal, concealment, falsification, mutilation, and/or disposition of official records is prohibited by law and is subject to penalty. The OSD Records and Information Management guidance can also be called? Your office should create a file folder structure on your shared network drive where you will keep your electronic documents. But they can also occur as paper documents and in other formats that are part of the regular exchange of information that takes place at work. Using information from the System Inventory in the various reporting and oversight requirements. Please note that this appendix is subject to change at any time. You also create and receive some documents that are part of your daily workflow, but they dont capture important information about the Librarys work. To sum it up: Think carefully about every email message before you delete it. No extra copies may remain at the Library once the record copy has been destroyed. It saves money by efficiently storing and disposing of documents that are no longer needed for business. Would you expect to find an ionic compound of formula A1A2A_1 A_2A1A2? 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. An ERMS: 6.1.2. This U.S. Department of Health and Human Services (HHS) Policy for Implementing Electronic Mail (Email) Records Management, herein referred to as Policy, updates and supersedes the previous version (dated December 29, 2016), as well as the Senior Agency Official for Records Management's (SAORM's), "Notification of Email . 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. 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. Which records uphold the legal rights and interests of individual citizens and their government and include research, social security, retirement, payroll, and insurance records? Managing prompt disposal of temporary records stored in Federal Record Centers and the timely transfer of permanent records to NARA. (NARA Guidance on Records Management for Contracts)5. Which system provides real-time access and management of the USAF Records Disposition Schedule (RDS)? 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. Any documented materials related to work that do not fit the definition of a record are considered non-record materials. Nature of Changes. This Policy does not address the supplemental preservation requirements for records associated with litigation, investigations, and audit matters. Disposition timing is based on a carefully calculated assessment of how long the records should be kept in the office so that they will be available if needed. However, a small percentage of employees do create permanent email records. Does it contain evidence of the Librarys work, such as past or future actions or decisions? Quiz, Business Records Classification & Categories 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! You will receive your score and answers at the end. Keep all records separate from convenience copies and personal papers. Let your Records Liaison know if you think you have any records that are not listed in the File Plan. You will still be able to access any archived email whenever you need to, until the end of its retention period, but you will find it in the archive rather than in your regular mailbox. 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. Has direct responsibility for ensuring that the department or agency efficiently and appropriately complies with all applicable records management statutes, regulations, NARA Policy, and Presidential Directives. Who serves as technical advisor to the Air Force and reviews all requests for internal and public information collections? Keep your office clear of the records you no longer need for regular work, and keep in touch with your Records Liaison to make sure you are following the proper rules for disposing of records that you no longer need. Include the agency records management officer and/or staff in the planning, development, deployment, and use of cloud computing solutions. Quiz & Worksheet Goals. Records are materials created or received by a Federal agency that document the agencys actions or decisions. If you are responsible for records related to the Librarys collections, do not put any records into the collections themselves. Records management objectives usually fall into one of three categories: Service (effective and efficient), Profit (or cost-avoidance), and. Appointing the HHS Records Management Officer to guide and coordinate the HHS Records Management Program. 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). Welcome to the Records Management Awareness training course. Now its time to test your knowledge with a brief quiz. Do you have to keep every email you send or receive? Lets look at some common examples. 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? 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. 200 Independence Avenue, S.W. 641 and 2071)11. Personal papers may also include materials you brought with you to the Library, such as documents you created at a previous job. Welcome to the updated visual design of HHS.gov that implements the U.S. All other trademarks and copyrights are the property of their respective owners. The life cycle spans the time period while the records are in the custody of the agency responsible for them. ACTION: Final rule. Signed Appointment Letter - Record. It preserves the Librarys institutional knowledge and history. The requirements are then either mandatory (Must Have) or preferred (Should Have). 6.2.2.1 Universal ERM requirements identify high level business needs for managing electronic records. As a member, you'll also get unlimited access to over 88,000 lessons in math, 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? 2023 Records Management. Quiz Introduction Department of Health and Human Services (HHS) Annual Records Management Training Main Content Quiz Introduction Your are almost done! Scheduled destruction is important because it controls costs and minimizes risks and inefficiencies in government operations. 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 electronic records that are created in Library systems such as the ILS, Momentum, and eCo must not be deleted or overwritten arbitrarily. 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? 10/01/2023. Upon completion of each assessment, agencies are required to make that PIA publicly available. The locations of all records should be listed in the File Plan. They document the Librarys service to the public and to Congress. Thereafter, the employees must complete annual Records Management training throughout the life of the contract. Include in your migration planning provisions for transferring permanent records in the cloud to NARA. Not all the documents you will encounter at work are records. Unlike temporary records, permanent records are never destroyed. 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.

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