The same rules youve learned about all along apply to the email messages you create or receive too. No. Reviewing disposition schedules for official records for legal sufficiency and provides instructions for implementing litigation holds required to comply with legal requirements. 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) - PDF, and National Institute of Standards and Technology (NIST) Ensuring OpDiv ROs are adequately trained and remain current on email policies and procedures. hhs annual records management training quizlet. Quiz, Physical & Electronic Records Management Please note that this appendix is subject to change at any time. This Policy also applies to HHS employees, contractor personnel, grant recipients, interns, and other non-government persons supporting HHS. However, information about the collections, such as catalogs and acquisition documents, are records. Your job responsibilities will determine what you must document. Records Management Record Types - National Institutes of Health 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. This course is designed to help you know your basic responsibilities for managing federal records, including the laws, policies, and procedures that govern federal records management. You are not responsible for filing and preserving or disposing of the official record copy of that document. Assisting HHS OpDiv RO with implementing the agency records management program in their work areas. Start Preamble Start Printed Page 25740 AGENCY: Centers for Medicare & Medicaid Services (CMS), Department of Health and Human Services (HHS). Explain why untreated heat stroke can rapidly lead to death: Which organization level is responsible complete, accurate, trustworthiness, and ease of accessibility of their records? If you are directed to act on something discussed at the meeting, your copy of that information and any notes you take about it are government records. (NARA Bulletin 2014-02: Guidance on Managing Social Media Records (2014)), The use of text messaging may create federal records that must be captured and managed in compliance with federal records management laws, regulations, and policies. Coordinating the development and implementation of the HHS records program. Toll Free Call Center: 1-877-696-6775, Content created by Office of the Chief Information Officer (OCIO), 6.7 Unlawful or Accidental Removal or Destruction of Records, 7.2 HHS Assistant Secretary for Administration (ASA), 7.4 Agency Records Management Officer (ARO), 7.5 OpDiv Chief Information Officers (CIOs), 7.6 HHS Chief Information Security Officer (CISO), 7.7 OpDiv Chief Information Security Officers (CISOs), 7.8 OpDiv Records Management Officers (ROs), 7.9 OpDiv Records Managers (RMs) and Records Liaisons (RLs), 7.12 Contracting Officers (COs) and Contracting Officer Representatives (CORs), 7.13 HHS Employees, Contractors, Interns, and Fellows, 7.14 Freedom of Information Act (FOIA) Official, 7.16 Office of the Inspector General (OIG), 7.17 IT Infrastructure and Operations and System Managers, Agency Records Management Responsibilities, 36 CFR, Chapter XII, Subchapter B (2011), Unlawful of Accidental Removal, Defacing, Alteration, or Destruction of Records, 36 CFR, Chapter XII, Subchapter B, 1230.1 1230.18 (2011), Electronic Records Management, 36 CFR Chapter XII, Subchapter B, 1236.2 1236.36 (2011), Damage to, Alienation and Unauthorized Destruction of Records, 36 CFR Chapter XII, Subchapter B 1228.100 1228.106 (2009), Public Money, Property or Records, 18 U.S.C. Ensuring a departing contractor complies with policies and procedures regarding preservation, transfer, and deleting of records. So, if we are supposed to keep records, we need to know what they are and what they arent. Save all records for the appropriate amount of time, according to the official instructions authorized by the Government. LMS/SCORM - Download the LMS/SCORM file for use in your agency's learning management system. DO delete transitory records, non-record materials, and personal emails regularly, as soon as you no longer need them for information. 552a (2016), Producing Documents, Electronically Stored Information, and Tangible Things, or Entering onto Land, for Inspection and Other Purposes, Federal Rules of Civil Procedures, Rule 34 (2014), Delivering Government Solutions in the 21, National Archives and Records Administration (NARA) Bulletin 2010-05: Guidance on Managing Records in Cloud Computing Environments (2010), NARA Bulletin 2014-02: Guidance on Managing Social Media Records (2014), NARA Bulletin 2015-02: Guidance on Managing Electronic Messages (2015), NARA Criteria for Successfully Managing Permanent Electronic Records, (2018), NARA Guidance on Records Management Language for Contracts (2019), OMB Circular A-130, Management Information as a Strategic Resource (2016), OMB/NARA Directive M-12-18, Managing Government Records Directive (2012), OMB M-14-16, Guidance on Managing Email (2014), OMB/NARA Directive M-19-21, Transition to Electronic Records (2019), Public Law 113-187: Presidential and Federal Records Act Amendments of 2014, (128 Stat. 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. Your office should create a file folder structure on your shared network drive where you will keep your electronic documents. Designating OpDiv ROs to oversee the records management program. Before you destroy any non-record materials, always check for P.I.I. Of course, you should do this year-round, but you can also use this annual exercise to catch up on good records management: Except for personal papers, the documents you accumulate at the Library belong to the Federal government. All contract employees who have access to (1) HHS federal information or a federal information system or (2) personally identifiable information, must complete the applicable OpDiv and StaffDiv Records Management training before performing any work under their contract. Unlike temporary records, permanent records are never destroyed. 6.9.1. Just like with paper files, your electronic files should be logically organized, clearly named, and dated. Which system provides real-time access and management of the USAF Records Disposition Schedule (RDS)? 641 and 2071)11. Next, click the Show . 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). Privacy Impact Assessments | HHS.gov Personal papers may also include materials you brought with you to the Library, such as documents you created at a previous job. The pay rate for a 15-year-old will vary from job to job. Take good care of them while they are in your custody and obey the law by disposing of them properly. Cyber Exchange Training Introduction - HHS.gov 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. If a cloud provider ceases to provide services, an agency must continue to meet its records management obligations. hhs annual records management training quizlet Agencies should plan for this contingency. (NARA Guidance on Records Management for Contracts)5. And did you know that all records and extra copies that are kept too long can create problems in litigation? Signed Appointment Letter - Record. The use of social media and instant messaging may create federal records that must be captured and managed in compliance with federal records management laws, regulations, and policies. Washington, D.C. 20201 Thereafter, the employees must complete annual Records Management training throughout the life of the contract. Federal Register :: Agency Information Collection Activities Serving as the Senior Agency Official for Records Management (SAORM). 2901(2)).3, 6.1.1. Compliance with this Policy must be incorporated into applicable contract, grant, or memoranda of agreement language under separate cover, as appropriate.2. Thats right. Define which copy of records will be declared as the agency's record copy and manage these in accordance with 36 CFR Part 1222. HIPAA Training and Resources | HHS.gov Ensure that the chain of custody document has been completed and signed before the employee departs the agency. The contractor must also ensure subcontractor compliance with this training requirement. (NARA Bulletin 2010-05: Guidance on Managing Records in Cloud Computing Environments (2010)). Annual OSD Records and Information Management Training (2022) - Quizlet No additional procedural steps are required to implement this policy. Suppose you create a work document on your computer and you continue to update it yourself. Now its time to test your knowledge with a brief quiz. A system generated e-mail notification is sent. 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.). 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. No extra copies may remain at the Library once the record copy has been destroyed. Every record in your office must be kept for a certain period of time, according to the disposition instructions listed in the LRS. Ensuring proper disposition of office records. Introduction Welcome to the Department of Health and Human Services (HHS) Annual Records Management Training. To sum it up: Think carefully about every email message before you delete it. Choose an answer and hit 'next'. 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. Include in your migration planning provisions for transferring permanent records in the cloud to NARA. What is assigned after the transfer request is approved? 10/01/2023. 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. Each HHS OpDiv and StaffDiv must standardize file arrangement systems, filing procedures, and filing techniques of records. Emergency operation records and plans, orders of succession. Air Force Information Collections and Reports Management Program. Air Force Records Information Management System (AFRIMS). 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. The first phase of the records life cycle is Creation or Receipt. 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. Disposition represents the period of time when a record is no longer considered active, because it is no longer needed for current business. Ensuring all HHS employees, including senior officials and contractors are aware of their programmatic and individual records management responsibilities. Web Design System. 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 . Ensuring that HHS employees and contractors complete the annual records management training. Contact your Records Liaison for assistance if there are too many non-record materials to shred in the office. Storyline Source File - Most of our online lessons are built in Articulate 360. All rights reserved. Its important to keep records that document the Librarys actions and decisions for an appropriate amount of time to serve the needs of the government and the public. NARA also determines which records should never be destroyed because they are historically important to the United States. The Records Management office is required to notify NARA of all such unauthorized actions. May 26, 2021. translate points on a graph calculator . junio 16, 2022 . However, such policies by themselves will not address an agency's compliance with the Federal Records Act and NARA regulations. 641 (2011), Concealment, Removal, or Mutilation Generally, 18 U.S.C. false. Ensuring the OpDiv ROs and RMs have adequate skills, training, resources, time, and appropriate authority to execute duties assigned. Security Awareness Training - QualityNet Security - QualityNet Confluence Providing guidance and operational support for the implementation of litigation holds and other types of legally required holds on records and other documentary materials. Data governance typically addresses interoperability of computing systems, portability of data (able to move from one system to another), and information security and access. Distinguish between temporary and permanent records. 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! The HHS Records Management Officer collaborates with HHS OpDivs and NARA to execute the HHS Records Management Program in accordance with this instruction. 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. And its against the law to destroy them too soon! SUMMARY: The Food and Drug Administration (FDA or we) is announcing that a proposed collection of information has been submitted to the Office of Management and Budget (OMB) for review and clearance under the Paperwork Reduction Act of 1995. Annual OSD Records and Information Management Training - Quizlet Consult with your Records Liaison or the NIH Records Officer if you are unsure how to manage your records. In this course, you will learn how to take proper care of the records you create and use here at the Library. Keep all records separate from convenience copies and personal papers. Electronic Records Management System (ERMS). Ensuring a departing contractors record materials, including email records, have been reviewed prior to the contractors departure. Which records uphold the legal rights and interests of individual citizens and their government and include research, social security, retirement, payroll, and insurance records? Separate your personal papers from all your other documents. They will guide your office in managing its records properly and helping you determine which documents are records. 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. But if you wish to take copies of Library records (which are non-record materials), you must get special permission from the Library. Do not delete your electronic records. If you are not sure if an email is a record, keep it! Keep your email records well organized too; file them in your Outlook Cabinet folders so that you know where to find those important messages if and when you need them. No additional guidance is required to implement this policy. 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). But dont ever destroy any records! What are his weight and mass. 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. Records Management Flashcards | Quizlet 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. What form is used by the BRM to maintain custody of and accountability for staged records and records transferred to other agencies? Welcome to the Records Management Awareness training course. Remember, removal or destruction of records without proper authorization is illegal and punishable by law. AFQTPXXXXX_222RA, Records Management - User Training. 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. The effective date of this Policy is the date on which the policy is approved. That means your job is easy when it comes to what you should do with your emails that are records. Who must implement the AF Records Management Program for their organizations IAW AFI 33-322? Electronic Recordkeeping System (ERKS), 6.2.1.1. Those records are eventually transferred to the National Archives, where they are preserved forever. If you are a system owner and you have questions about managing the records in your system, contact the Records Management office for help. Select QUIZ to continue. Recordkeeping within a particular program. Ensuring a departing employees record materials, including email records, have been reviewed prior to the employees departure. 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. Each OpDiv and StaffDiv is responsible for establishing, in consultation with continuity of operations (COOP) points of contact, an Essential Records program to select and safeguard records that would be required to ensure continuity of essential functions during and following a national disaster. Because they do not capture evidence of the Librarys important actions or decisions, non-record materials do not need to be preserved. Records management objectives usually fall into one of three categories: Service (effective and efficient), Profit (or cost-avoidance), and. Many emails are just day to day communications that dont document significant actions or decisions. 1. HHS Policy for Implementing Electronic Mail (Email) | HHS.gov The File Plan is also a very useful tool for organizing the work of your office, especially when staff transitions take place. 3301(a)(1)(A)-(B) (2008).1. Using information from the System Inventory in the various reporting and oversight requirements. The final version of your document is the official record copy, and you must keep it on your network shared drive. 3501 3549 (2011), The Privacy Act of 1974, 5 U.S.C. A .gov website belongs to an official government organization in the United States. Share sensitive information only on official, secure websites. Just keep them in your email account, and the system will take care of the rest. Active records must remain available until they are no longer needed on a regular basis. In records management terms, our collections are library or museum materials acquired and preserved solely for reference or exhibition purposes. 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. Remember, records are government property. Distinguish between Federal records, non-record materials, and personal papers. Records are materials created or received by a Federal agency that document the agencys actions or decisions. Include the agency records management officer and/or staff in the planning, development, deployment, and use of cloud computing solutions. We conduct a lot of business by email because its a quick, effective way to communicate with one another. AFQTPXXXXX_222RA, Records Management - User Training 1. Good records management provides many benefits to us and the people we serve. You'll find questions that challenge your understanding of file record maintenance, contingency. Dont forget, it is against the law to delete records without authorization! The most important records the Library creates are permanent and must eventually be transferred to NARA rather than destroyed. ), are collected, organized, and categorized to facilitate their preservation, retrieval, use, and disposition. 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. They capture evidence of the agencys organization, functions, policies, decisions, procedures, operations, or other business activities. But records can also exist in other forms, such as audio and video recordings, websites and social media, electronic systems, or microfilm. 2023 Records Management. Working with the OpDiv ROs to transfer permanent systems to the National Archives in accordance with approved records schedules and NARA requirements. Lets look at some common examples. Quiz & Worksheet - Record Management Basics | Study.com They must also be organized and stored properly while in the office. 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. (36 CFR 1222.34)7, 6.2.1. 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. 3101 3107 (2011), Unlawful Removal, Destruction of Records, 44 U.S.C. Remember, always keep government records separate from personal papers! 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. During a legal case, the Library may be required to search for all relevant documents in its possession. Security Awareness and Training | HHS.gov Let your Records Liaison know if you think you have any records that are not listed in the File Plan. If you are using a screen reader application, continue with this course. Maintaining electronic information systems in accordance with approved records schedules and NARA requirements. 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! 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. Remember that the records you create or receive at your Library job belong to the Federal government. true. Questions, comments, suggestions, and requests for information about this Policy should be directed to HHSRecordsManagement@hhs.gov. Records Management Training Program | National Archives The File Plan crosswalks the files in your office to the LRS, and its a very important records management tool. Selfie w/First Sergent - Not a Record. Managing the records includes, but is not limited to, secure storage, retrievability, and proper disposition of all federal records, including transfer of permanently valuable records to NARA in a format and manner acceptable to NARA at the time of transfer.
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