2071 (2011), National Archives and Records Administration, 44 U.S.C. Quiz Introduction Department of Health and Human Services (HHS) Annual Records Management Training Main Content Quiz Introduction Your are almost done! 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. 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 . Completing requirements for a NARA certificate of Federal Records Management Training. Serving as the Departments representative with NARA, other federal agencies, and external organizations on matters pertaining to records management. ERM requirements are a starting point for OpDivs and StaffDivs to use when developing recordkeeping and record management system requirements. 2101 2120 (2011), Records Management by the Archivist of the United States and by the Administrator of General Services, 44 U.S.C. Dont forget, it is against the law to delete records without authorization! 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. Records schedules must be in place for all HHS records. Identify and separate all employee federal Records from Non-Record Materials and Personal Papers. 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. Lets look at some common examples. 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. The same rules youve learned about all along apply to the email messages you create or receive too. Chapter 31)10. Unlike temporary records, permanent records are never destroyed. 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) 09/01/2023. At minimum, a records management clause ensures that the Federal agency and the contractor are aware of their statutory records management responsibilities. Remember, do not send any non-record materials to storage with your records. If transferring or leaving the Department, consult with supervisor and office records staff and follow records management procedures. And remember that your Library computer is government property. (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. 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. hhs annual records management training quizlet Encouraging your child to run a kid's car wash can be an excellent choice of summer job. During this phase, the inactive record should still be kept, but it should be stored separately from active records that are still being used. Per 36 CFR ___ all automated information systems are required to implement an approved records disposition schedule into them. A lock (LockA locked padlock) or https:// means youve safely connected to the .gov website. Electronic Records Management System (ERMS). If a cloud provider ceases to provide services, an agency must continue to meet its records management obligations. Records management objectives usually fall into one of three categories: Service (effective and efficient), Profit (or cost-avoidance), and. 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. Your job responsibilities will determine what you must document. Which search requests are processed external to AFRIMS? CPT Code Description. Be sure to read about your responsibilities in handling P.I.I., which are described in the Librarys governing documents. The HHS managers and supervisors are responsible for: Ensuring federal employees, contractors, interns, and fellows are aware of and adhere to HHS records management policies. We will look at that distinction shortly. SUMMARY: This final rule includes payment parameters and provisions related to the HHS-operated risk adjustment and risk adjustment data validation programs, as well as 2024 user fee rates for issuers offering qualified health plans . Just keep them in your email account, and the system will take care of the rest. The requirements are then either mandatory (Must Have) or preferred (Should Have). Training Materials Catalog Quiz & Worksheet Goals. Ensuring proper recordkeeping of Authorization to Operate (ATO) approved systems. Washington, D.C. 20201 HHS recently implemented new software to manage its PIA drafting and review processes. Include instructions on how data will be migrated to new formats, operating systems, etc., so that records are readable throughout their entire life cycles. Many emails are just day to day communications that dont document significant actions or decisions. Secure .gov websites use HTTPS So how do you know which documents to keep and for how long? DoD Mandatory Controlled Unclassified Informa, Fundamentals of Engineering Economic Analysis, David Besanko, Mark Shanley, Scott Schaefer. 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. Select next to continue They do not document how the Library conducts business. Welcome to the Records Management Awareness training course. 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. 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. 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? 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 . 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! Some records are more valuable as legal or historical evidence of the Librarys work than others. How is the BRM notified of a pending staging request? 641 (2011), Concealment, Removal, or Mutilation Generally, 18 U.S.C. Purge non-record materials, personal papers and extra copies. 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)).4 200 Independence Avenue, S.W. Illustrated below are four ions A1,A2,Z1-A_1, A_2, Z_1A1,A2,Z1, and Z2Z_2Z2 - showing their relative ionic radii. Designating OpDiv ROs to oversee the records management program. 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. The contractor must also ensure subcontractor compliance with this training requirement. 3101 3107 (2011), Unlawful Removal, Destruction of Records, 44 U.S.C. What is the retention period of records retained in a staging area? Violations by Title 32 Air National Guard military personnel All rights reserved. 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. 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. Of course, he should enjoy being . The agencies may describe these responsibilities in agreements among the participating offices or agencies. 10/01/2023. 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. 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. Records must be preserved for an appropriate amount of time, based on their content, because they document how the agency serves the public or they contain information that is historically valuable to the United States. Keeping too much material costs the Library money and reduces efficiency and productivity. No additional procedural steps are required to implement this policy. Recommend designation of Records Managers (RMs) to support the OpDiv ROs in the implementation of recordkeeping requirements for major programmatic and administrative records. You may delete or overwrite them with each update. 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. Records may only be protected and classified at ______ level (s). 6.1.4.1. Do you have to keep every email you send or receive? true. You should now be able to recognize what kinds of materials are and are not records. Although you are not required to document everything you do every day at work, you are responsible for documenting any important actions you take or decisions you make that reflect the work of the Library. Your interim drafts are not records. The Federal Records Act of 1950 (The Act) defines a record as: All recorded information, regardless of form or characteristics, made or received by a federal agency under federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them, excluding library and museum material made or acquired and preserved solely for reference or exhibition purposes; or duplicate copies of records preserved only for convenience. 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. These emails are transitory records, and you can delete them as soon as you are done with them. 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. The Act calls for agencies to establish a records management program consisting of policies, procedures, and activities to manage recorded information. But if you wish to take copies of Library records (which are non-record materials), you must get special permission from the Library. 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? 2. 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. The files are compiled as SCORM 1.2. 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. An official website of the United States government. Stock publications. Unsolicited external correspondence. 3301 3324 (2011), Definition of Records, 44 U.S.C. Do not dispose of them until you receive instructions from OGC that the litigation hold has been lifted. Cooperating with the Records Manager/Records Liaison and the OpDiv Records Management Officer in periodic evaluations of office records. If we dont dispose of records on schedule, the Library can waste time looking through records that should have already been destroyed. Records management training . So, if we are supposed to keep records, we need to know what they are and what they arent. 3301(a)(1)(A)-(B) (2008).1. Please note that the accidental removal, defacing, alteration or destruction of Federal records is prohibited and can be punishable by law. When working with a contractor, a Contracting Officer must include a records management clause in any contract or similar agreement. In order to make sure we keep records for the appropriate amount of time, we follow specific instructions issued by the National Archives and Records Administration. Department of Health and Human Services (HHS) OCIO-2007-0004.001 "HHS Policy for Records Management," November 25, 2015 . The cycle has three phases: Lets examine your responsibilities in each phase. Lets put all this information together and look at some examples of documents you might encounter at work. 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. Who provides guidance to tenants and BRMs on local support agreements for program assistance, training, electronic records storage, staff visits, staging or records shipping? Each HHS OpDiv and StaffDiv must provide records management training to all staff to ensure they are aware of their responsibilities to maintain and safeguard department records, including the obligations under this Policy. ACTION: Final rule. If they do not contain P.I.I., destroy them by recycling them. Inserting a records management clause in contracts ensuring contractors are aware of and adhere to HHS records management policies. 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. If the contractor holds Federal records, the contractor must manage Federal records in accordance with all applicable records management laws and regulations, including but not limited to the Federal Records Act (44 U.S.C. Introduction Welcome to the Department of Health and Human Services (HHS) Annual Records Management Training. We conduct a lot of business by email because its a quick, effective way to communicate with one another. If kept there, such personal papers must be clearly designated as such and maintained separately from Federal records and nonrecords. May 26, 2021. translate points on a graph calculator . Resolve portability and accessibility issues through good records management policies and other data governance practices. 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. Quiz, Maintaining Record Confidentiality Who is responsible for identifying the function's vital records and approving the vital record inventory? 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. However, information about the collections, such as catalogs and acquisition documents, are records. 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. Records that are being used for current work are called active records. Now its time to test your knowledge with a brief quiz. Selfie w/First Sergent - Not a Record. Ensuring that social media content containing official records are maintained in accordance with HHS recordkeeping requirements. Who serves as the Office of Primary Responsibility for the management and oversight of the Search Request and Litigation Hold process? Note that the Records Management office is located within OCIO. Purpose The purpose of this Policy is to establish the principles, responsibilities, and requirements for managing HHS records. Signed Appointment Letter - Record. Providing copies of responsive federal records to the appropriate Freedom of Information Act Official when requested by the public. 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. Unscheduled records are records whose final disposition has not been approved by NARA. Preserve the content of electronic records, and their context and structure, over time. You will create or receive many different records during your Library career. The multiple choice questions in this quiz will ask you about the basics of records management. What are the square footage requirements of a staging area? CMSAF Post on Twitter - Record. 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. Identifying and periodically update recordkeeping requirements for program and administrative records. Who must implement the AF Records Management Program for their organizations IAW AFI 33-322? Serving as the primary contacts responsible for overseeing the OpDivs records management program and ensure the OpDiv has up-to-date records management guidelines. Document #: HHS-OCIO-PIM-2020-06-004Version #: 2.0Last Reviewed: May 2020Next Review: May 2023Owner: OCIO/PIMApproved By: Jose Arrieta, Chief Information Officer (CIO). (NARA Guidance on Records Management for Contracts)5. Library collections. 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. The File Plan crosswalks the files in your office to the LRS, and its a very important records management tool. CRM/ARM (Command/Agency Records Managers). They just convey routine information, such as meeting reminders, staff whereabouts, announcements about Library events, and similar messages that inform you and your colleagues of activities but dont communicate significant information about your work. Web Design System. hhs annual records management training quizlet. Which records uphold the legal rights and interests of individual citizens and their government and include research, social security, retirement, payroll, and insurance records? Your office should create a file folder structure on your shared network drive where you will keep your electronic documents. In other words, the record is retired for a period of time. Command Records Manager (CRM) and Agency Records Managers (ARM). true. Active records must remain available until they are no longer needed on a regular basis. 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. English, science, history, and more. The electronic records that are created in Library systems such as the ILS, Momentum, and eCo must not be deleted or overwritten arbitrarily. copyright 2003-2023 Study.com. Do NOT delete official Library records from your email account. Requesting funds for records storage costs. Provides document content, context, and structure. If you work in CRS, the Copyright Office, or an Overseas office, talk to your Records Liaison for special instructions on destroying temporary records. The Records Management office includes a staff of experts in charge of records management for the entire Library. Many documents contain information on how the Library conducts business; but not every copy needs to be kept as an official record. 2023 Annual Ethics Training. Assisting HHS OpDiv RO with implementing the agency records management program in their work areas. These designations help vendors determine what functions their tools must perform, as opposed to those that are ideal. Share sensitive information only on official, secure websites. It is best to keep your personal information separate from your work information. The File Plan is also a very useful tool for organizing the work of your office, especially when staff transitions take place. 12/31/2023. Disposition represents the period of time when a record is no longer considered active, because it is no longer needed for current business. Before you destroy any non-record materials, always check for P.I.I. If you have included any personal information in your work documents, it will become part of the record the Library keeps, unless you remove it first. 12/31/2023. The life cycle spans the time period while the records are in the custody of the agency responsible for them. A system generated e-mail notification is sent. Unscheduled records may not be destroyed or deleted. 3. 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. 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. The format or medium doesnt matter. But your primary contact for help with records management is someone right within your own office. Remember that the records you create or receive at your Library job belong to the Federal government. The National Archives and Records Administration, or NARA, oversees how all Federal agencies manage their records, from creation through disposal. If you are NOT using a screen reader application, you have clicked on the wrong link. Ensuring the OpDiv ROs and RMs have adequate skills, training, resources, time, and appropriate authority to execute duties assigned. Ensuring contractors complete initial and annual records management training. It helps the Library continue to operate in the event of a disaster. They belong to you. Ensuring OpDiv ROs are adequately trained and remain current on email policies and procedures. Separate them from other documents and keep them in a safe place. Files containing paper records may be stored in a central location, or at someones individual workstation. Ensure that departing employees federal records have been identified and properly disposed of in accordance with approved records disposition schedules before the employees departure. HHS Policy for Implementing Electronic Mail (Email) Records Management (2019). You must have a JKO account to take this training. Welcome to the updated visual design of HHS.gov that implements the U.S. Standard Form 135, Records Transmittal and Receipt. Reviewing responsive federal records provided by HHS employees, contractors, interns, and fellows for release to the public under the FOIA. 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. You may use the menu to go to a different section at any time, except during the course test. (36 CFR 1222.34)7, 6.2.1. Just by doing your work, you are probably creating or receiving government records without even thinking about it. Electronic Record Welcome to the updated visual design of HHS.gov that implements the U.S. The HHS CIO has the authority to grant a one (1) year extension of this Policy. Additional contract language can be found on NARAs web publication, Records Management for Contracts at https://www.archives.gov/records-mgmt/policy/records-mgmt-language. Chapters 21, 29, 31, 33), and regulations of the National Archives and Records Administration (NARA) at 36 CFR Chapter XII Subchapter B). Storyline Source File - Most of our online lessons are built in Articulate 360. Those records are eventually transferred to the National Archives, where they are preserved forever. Even though the LRS may say its time to dispose of the records, while a litigation hold is in place you must suspend compliance with the LRS and keep all documents that are part of the hold. Include instructions on how all records will be captured, managed, retained, made available to authorized users, and retention periods applied. 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. Launch Training. All other trademarks and copyrights are the property of their respective owners. Include instructions on conducting a records analysis, developing and submitting records retention schedules to NARA for unscheduled records in a cloud environment. Record Copy Who must implement the AF Records Management Program for their organizations IAW AFI 33-322? These items are called transitory records because they are only of short-term interest. The maintenance of personal papers in agency space and equipment may require agency approval and also compliance with Federal and agency requirements. Contact your Records Liaison for assistance if there are too many non-record materials to shred in the office. These requirements contain six sections based on the lifecycle of electronic records management: 6.2.3.1. Explain. All employees and contractors are required to take annual records management training. The third and final phase of the records life cycle is Disposition. The goal of the evaluations is to measure the effectiveness of records management programs and practices and to ensure that they comply with NARA regulations. Electronic records are records stored in a form that only a computer can process. Welcome to the Records Management Awareness training course. If an existing authority does not cover the content, a new schedule must be developed. Ensuring a departing contractors record materials, including email records, have been reviewed prior to the contractors departure. 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. Coordinating the development of OpDiv records schedules with the National Archives and Records Administration (NARA). All employees and contractors working at a Federal agency are required by law to create and keep records that document the agencys business. Save all records for the appropriate amount of time, according to the official instructions authorized by the Government. Courses 198 View detail Preview site Coordinating the development and implementation of the HHS records program. Identifying and Safeguarding Personally Identifiable Information (PII) Version: 5.0 Length: 1 Hour. 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. Personal papers cannot be put into storage with records later on. Ensuring HHS oversight and compliance with Federal Information Security Management Act (FISMA) to include the development and maintenance of the overall security of HHS IT systems and system inventory. Which program minimized the Federal paperwork burden on the public, small businesses, and state and local governments? But did you know that the National Archives also performs another important function which affects us here at the Library every day? They are baseline ERM program requirements derived from existing NARA regulations, policy, and guidance. It is equally important to destroy less valuable records or convenience copies and other non-record materials soon after they are no longer needed. Ensuring federal employees, contractors, interns, and fellows are aware of and adhere to HHS records management policies. Ensuring a departing employees record materials, including email records, have been reviewed prior to the employees departure. A template of a general records management clause for use in contracts or similar agreements can be found in Appendix D. 6.1.3.1. Plus, get practice tests, quizzes, and personalized coaching to help you succeed. You also create and receive some documents that are part of your daily workflow, but they dont capture important information about the Librarys work. January 1, 2021. Delete or destroy transitory records as soon as you no longer need them for information. The content and navigation are the same, but the refreshed design is more accessible and mobile-friendly.
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