What is a mandatory Air Force-wide Information Management Standard Automated System? Data governance typically addresses interoperability of computing systems, portability of data (able to move from one system to another), and information security and access. (44 U.S.C. In this course, you will learn how to take proper care of the records you create and use here at the Library. Ensuring all HHS employees, including senior officials and contractors are aware of their programmatic and individual records management responsibilities. Cooperating with the Records Manager/Records Liaison and the OpDiv Records Management Officer in periodic evaluations of office records. Providing records management expertise and participating in the review and development of proposed electronic records management systems. Records management programs must manage organizational information so that it is timely, accurate, complete, cost-effective, accessible and useable. Delete your transitory emails, non-record emails, and personal emails from your Outlook mailbox. Annual Reports; Agency Reports. 97154. You dont need permission to destroy them. Records Management Basic Awareness 2023 - Library of Congress You must file them with the related records and keep them.. The Records Management office will ultimately transfer your permanent records to NARA. Electronic recordkeeping system (ERKS) is an electronic system that captures, organizes, and categorizes records to facilitate their preservation, retrieval, use, and disposition (36 CFR 1220.18)8. 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. We will look at that distinction shortly. The final version of your document is the official record copy, and you must keep it on your network shared drive. These records are permanent. 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.). 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. Records Management Training Program | National Archives 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. Secure .gov websites use HTTPS 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. What is an automated management process which allows records professionals to prepare SF 135s? Introductory training that builds organizations of professionals with working privacy knowledge. Good records management provides many benefits to us and the people we serve. The National Archives and Records Administration, or NARA, oversees how all Federal agencies manage their records, from creation through disposal. Your job responsibilities will determine what you must document. 12/31/2023. Which program minimized the Federal paperwork burden on the public, small businesses, and state and local governments? You should now be able to recognize what kinds of materials are and are not records. Recognize which materials you do and dont need to keep. Purpose The purpose of this Policy is to establish the principles, responsibilities, and requirements for managing HHS records. This Policy also applies to HHS employees, contractor personnel, grant recipients, interns, and other non-government persons supporting HHS. The same rules youve learned about all along apply to the email messages you create or receive too. Which records are instrumental to the reconstruction of an organization during and after national security emergencies, other emergencies, or disaster conditions? Not all the documents you will encounter at work are records. 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. Remember that the records you create or receive at your Library job belong to the Federal government. Per 36 CFR ___ all automated information systems are required to implement an approved records disposition schedule into them. junio 16, 2022 . Each HHS OpDiv and StaffDiv must maintain a centralized file plan that includes the title and description of its records, including electronic media. Just like with paper files, your electronic files should be logically organized, clearly named, and dated. An official website of the United States government. Notify the Records Management office immediately if you are concerned that this is about to happen or has already happened. To archive this Policy, approval must be granted, in writing, by the HHS CIO. Active records must remain available until they are no longer needed on a regular basis. These employees are identified by their positions, and their email accounts are designated as special accounts, called Capstone accounts. Provides document content, context, and structure. Dont worry, you wont have to give up any records you still need for your work. Would you expect to find an ionic compound of formula A1A2A_1 A_2A1A2? The life cycle spans the time period while the records are in the custody of the agency responsible for them. Lets look at some common examples. Be careful not to include personal notes in your work-related notes or mix your personal papers with your work papers. 09/01/2023. The Records Management office is required to notify NARA of all such unauthorized actions. During this phase, the inactive record should still be kept, but it should be stored separately from active records that are still being used. The requirements are then either mandatory (Must Have) or preferred (Should Have). You will receive your score and answers at the end. Privacy Impact Assessments | HHS.gov 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? And while were on the subject of meetings, if you are conducting the meeting or if you are taking the official minutes, your copy of the agenda and your official notes are records, of course. Records management objectives usually fall into one of three categories: Service (effective and efficient), Profit (or cost-avoidance), and. 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. 302 quizzes. Your Records Liaison will work with you to fill out the request form, and your supervisor must approve the request, which must then be approved by the Librarys Records Officer. Describe why Records Management is important to the Library. Most employees at the Library only create or receive temporary email records. These designations help vendors determine what functions their tools must perform, as opposed to those that are ideal. Include instructions on how all records will be captured, managed, retained, made available to authorized users, and retention periods applied. Remember, removal or destruction of records without proper authorization is illegal and punishable by law. 3301(a)(1)(A)-(B) (2008).1. (36 CFR 1224.10(c))6. hhs annual records management training quizlet how information is managed is dependent on all of the following, EXCEPT: the volume of information. Official websites use .gov Who is responsible for working with Knowledge Managers, to assist organizational personnel with conducting searches of and properly preserving information, including ESI? 3501 3549 (2011), The Privacy Act of 1974, 5 U.S.C. Dont forget, it is against the law to delete records without authorization! 1236. Examples include personal notes, journals, correspondence, or other materials relating to your private or professional life outside the Library. (NARA Bulletin 2010-05: Guidance on Managing Records in Cloud Computing Environments (2010)). Overseeing the Department-wide records management program. The agencies may describe these responsibilities in agreements among the participating offices or agencies. Designating OpDiv ROs to oversee the records management program. true. Delegates oversight responsibility for the Department-wide records management program to the Chief Information Officer (CIO). Formal evaluations are intended to provide agencies with information they may use to measure compliance and target resources within areas requiring improvement. Use a personal calendar, not your work calendar, to keep track of your personal appointments. Welcome to the updated visual design of HHS.gov that implements the U.S. The pay rate for a 15-year-old will vary from job to job. So how do you know which documents to keep and for how long? Do you have to keep every email you send or receive? 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. We conduct a lot of business by email because its a quick, effective way to communicate with one another. Commanders 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. Share sensitive information only on official, secure websites. Just by doing your work, you are probably creating or receiving government records without even thinking about it. Choose an answer and hit 'next'. Records Management at HHS - HHS.gov What form is used by the BRM to maintain custody of and accountability for staged records and records transferred to other agencies? Security Awareness and Training | HHS.gov Ensuring a departing contractors record materials, including email records, have been reviewed prior to the contractors departure. Jose Arrieta, Chief Information Officer (CIO), Scott W. Rowell, Assistant Secretary for Administration (ASA). Explain. 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. annual osd records and information management training quizlet If you are NOT using a screen reader application, you have clicked on the wrong link. Identify your responsibilities in each phase of the records life cycle. 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. It preserves the Librarys institutional knowledge and history. CPT Code Description. What are the square footage requirements of a staging area? Be sure to read about your responsibilities in handling P.I.I., which are described in the Librarys governing documents. That means your job is easy when it comes to what you should do with your emails that are records. 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? Studying this lesson will help you: 41 chapters | Study with Quizlet and memorize flashcards containing terms like DHA's SharePoint must be configured to comply with recordkeeping requirements to be approved to manage official agency records., Penalties for unlawful or accidental removal, defacing, alteration, or destruction of Federal records or the attempt to do so, include a fine, imprisonment, or both., Non-record materials can be . DATES: Ensuring federal employees, contractors, interns, and fellows are aware of and adhere to HHS records management policies. 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. 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).