DATES: However, if other people make significant changes to your document, the drafts containing those changes are records and you must keep them. What are the square footage requirements of a staging area? Welcome to the Records Management Awareness training course. Once you no longer need to keep a record because you are finished working with it, tell your Records Liaison. Records that are being used for current work are called active records. Not all the documents you will encounter at work are records. Air Force Information Collections and Reports Management Program. Use automated processes to manage the electronic records of an agency. But records can also exist in other forms, such as audio and video recordings, websites and social media, electronic systems, or microfilm. The Records Management office is required to notify NARA of all such unauthorized actions. 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. This instruction sets forth penalties associated with unauthorized concealment, removal, mutilation, obliteration or destruction of records without proper authority that are applicable to civilian and military personnel, including the Air Force Reserve and Air National Guard. Download the .story file if you would like to edit or modify the lessons in Storyline. 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.). The Records Management office has helped to develop your office File Plan so that your Records Liaison will know when its officially time to retire your records and set them aside in preparation for removal , based on when the records were created and what kind of information they contain. At the end of this phase, the Records Management office will destroy the records or transfer them to the National Archives, following the instructions listed in the LRS.. If the OpDiv and StaffDiv has identified text messaging content as federal records, it must determine whether an existing disposition authority applies, including the General Records Schedule (GRS). It protects the rights of the Library, its employees, and its customers. Scheduled destruction is important because it controls costs and minimizes risks and inefficiencies in government operations. Introduction Welcome to the Department of Health and Human Services (HHS) Annual Records Management Training. HHS OpDivs and StaffDivs must create standards and policies for managing records created, used, or stored in cloud computing environments: 6.3.1. Think of them as very temporary records. 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). They must also be organized and stored properly while in the office. Unlike temporary records, permanent records are never destroyed. Destroy those convenience copies and other non-record materials youve been keeping that you no longer need. Does it contain evidence of the Librarys work, such as past or future actions or decisions? Your office should have a logical filing system that includes file folders for paper recordsand folders on a shared network drive for electronic documents. Ensure that departing employees federal records have been identified and properly disposed of in accordance with approved records disposition schedules before the employees departure. Storyline Source File - Most of our online lessons are built in Articulate 360. Which records uphold the legal rights and interests of individual citizens and their government and include research, social security, retirement, payroll, and insurance records? If transferring or leaving the Department, consult with supervisor and office records staff and follow records management procedures. 3101 3107 (2011), Unlawful Removal, Destruction of Records, 44 U.S.C. We use email to share different kinds of information, ranging from important records of Library business to momentary updates of who, what, when, and where. 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. 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. 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. Catalogs, newsletters, listserv emails, or other unsolicited materials you receive from external organizations for the purpose of sharing information or marketing their offerings are not records. A lock (LockA locked padlock) or https:// means youve safely connected to the .gov website. Now its time to test your knowledge with a brief quiz. AFQTPXXXXX_222RA, Records Management - User Training. Ensuring a departing contractor complies with policies and procedures regarding preservation, transfer, and deleting of records. However, if you received the document for informational purposes only and you dont need to do anything further, your copy is probably not a record; it is an extra copy given to you as a courtesy or reference, called a convenience copy. The official record copy is in someone elses custody. That period may range from very short to very long, but temporary records must be destroyed at some point, once they are no longer needed for regular business. Delegates oversight responsibility for the Department-wide records management program to the Chief Information Officer (CIO). 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. What is the retention period for records transferred to NARA? All employees and contractors are required to take annual records management training. 3301 3324 (2011), Definition of Records, 44 U.S.C. The requirements are either program requirements, relating to the design and implementation of an agencys ERM policies and procedures, or system requirements, providing technical guidance to vendors in creating ERM tools and specifications for agencies to consider when procuring them. Air Force Times - Not a Record. 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. 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? Identifying and Safeguarding Personally Identifiable Information (PII) Version: 5.0 Length: 1 Hour. Remember that not all records are temporary. hhs annual records management training quizlet Encouraging your child to run a kid's car wash can be an excellent choice of summer job. Keep all records separate from convenience copies and personal papers. 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. 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. You will receive your score and answers at the end. 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. 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. Quiz Introduction Department of Health and Human Services (HHS) Annual Records Management Training Main Content Quiz Introduction Your are almost done! These emails are transitory records, and you can delete them as soon as you are done with them. These records are permanent. Ensuring that all phases of the EPLC process comply with HHS Records Management principles and policies. Within AFRIMS, how are permissions assigned? 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. You may use the menu to go to a different section at any time, except during the course test. Designating OpDiv ROs to oversee the records management program. In special cases, you may need to hold on to certain records past their disposition date due to legal activity involving those records. Dont forget, it is against the law to delete records without authorization! 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. Before you destroy any non-record materials, always check for P.I.I. Launch Training. Keep them separate. Overseeing the Department-wide records management program. The multiple choice questions in this quiz will ask you about the basics of records management. The Act calls for agencies to establish a records management program consisting of policies, procedures, and activities to manage recorded information. 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 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. 2. Remember, records are government property. Distinguish between temporary and permanent records. 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. Files containing paper records may be stored in a central location, or at someones individual workstation. The penalties for the unlawful or accidental removal, defacing, alteration, or destruction of federal records or the attempt to do so, include a fine, imprisonment, or both. Data governance typically addresses interoperability of computing systems, portability of data (able to move from one system to another), and information security and access. Developing policies, standards, and procedures for records management. 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? Quiz, Records Life Cycle: Definition & Stages You also create and receive some documents that are part of your daily workflow, but they dont capture important information about the Librarys work. This Policy provides the framework for records management program guidance and operating procedures.
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