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. 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. Illustrated below are four ions A1,A2,Z1-A_1, A_2, Z_1A1,A2,Z1, and Z2Z_2Z2 - showing their relative ionic radii. 302 quizzes. Records Management Flashcards | Quizlet It protects Library business from inappropriate or unauthorized access. The same rules youve learned about all along apply to the email messages you create or receive too. 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. If an agency decides to create or join a private or community cloud, it will still need to meet records management responsibilities. HHS OpDivs and StaffDivs must create standards and policies for managing records created, used, or stored in cloud computing environments: 6.3.1. And it is the law because proper record keeping is essential to a responsive and responsible government. Nature of Changes. After you pass the quiz, proceed to the course conclusion. 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. Agencies should plan for this contingency. Personally Identifiable Information, or P.I.I., is a type of sensitive information that can be used to identify individuals, and it must always be protected from exposure to unauthorized people. Welcome to the updated visual design of HHS.gov that implements the U.S. Providing guidance and operational support for the implementation of litigation holds and other types of legally required holds on records and other documentary materials. Your personal papers are not government records. Compliance with this Policy must be incorporated into applicable contract, grant, or memoranda of agreement language under separate cover, as appropriate.2. Please note that the accidental removal, defacing, alteration or destruction of Federal records is prohibited and can be punishable by law. Keep your work area and computer clean of accumulating non-record materials. Records can exist in any form that captures information. 200 Independence Avenue, S.W. Notify the Records Management office immediately if you are concerned that this is about to happen or has already happened. Whenever you have questions about managing your records, ask your Records Liaison for assistance. It makes needed information available and easy to find so that Library programs can function smoothly. You may use the menu to go to a different section at any time, except during the course test. No additional guidance is required to implement this policy. 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. 3501 3549 (2011), The Privacy Act of 1974, 5 U.S.C. 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. Records that are being used for current work are called active records. DoD Mandatory Controlled Unclassified Informa, Fundamentals of Engineering Economic Analysis, David Besanko, Mark Shanley, Scott Schaefer. some examples of permanent information are day books of senior leaders. Air Force Times - Not a Record. Coordinating modifications to the office file plans and agency records schedules. 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). annual osd records and information management training quizlet Just by doing your work, you are probably creating or receiving government records without even thinking about it. Of course, he should enjoy being . Because they do not capture evidence of the Librarys important actions or decisions, non-record materials do not need to be preserved. Coordinating the development and implementation of the HHS records program. But if you wish to take copies of Library records (which are non-record materials), you must get special permission from the Library. 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. NARA also determines which records should never be destroyed because they are historically important to the United States. Delegates oversight responsibility for the Department-wide records management program to the Chief Information Officer (CIO). These employees are identified by their positions, and their email accounts are designated as special accounts, called Capstone accounts. Your duplicate copy of any document that someone else created is not a government record as long as it does not require you to take any direct action or make a decision that impacts the Library. Managing prompt disposal of temporary records stored in Federal Record Centers and the timely transfer of permanent records to NARA. The OSD Records and Information Management guidance can also be called? All rights reserved. In special cases, you may need to hold on to certain records past their disposition date due to legal activity involving those records. 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 . Any documented materials related to work that do not fit the definition of a record are considered non-record materials. Cooperating with the Records Manager/Records Liaison and the OpDiv Records Management Officer in periodic evaluations of office records. Personal papers are documents you keep at work that are not created or used to conduct Library business. Distinguish between temporary and permanent records. Identifying federal records that were used to conduct agency business. The current version of this Policy will always reside in the OCIO Policy Library. 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. These items are called transitory records because they are only of short-term interest. Thereafter, the employees must complete annual Records Management training throughout the life of the contract. Those records are eventually transferred to the National Archives, where they are preserved forever. Delete or destroy transitory records as soon as you no longer need them for information. Unless otherwise noted, these requirements apply to all electronic records systems, whether on microcomputers, minicomputers, or mainframe computers, regardless of storage media, in the network or stand-alone configurations. That means we are each responsible for documenting our Library work and saving it for an appropriate amount of time as an official record of how the Library serves Congress and the public. If an existing authority does not cover the content, a new schedule must be developed. The File Plan is also a very useful tool for organizing the work of your office, especially when staff transitions take place. 3101 3107 (2011), Unlawful Removal, Destruction of Records, 44 U.S.C. You will find helpful resources on their website. Ensuring that recordkeeping requirements are established, implemented, and periodically updated for all offices. Records management training serves as a reminder of the responsibility to maintain and protect IHS records. Would you expect to find an ionic compound of formula A1A2A_1 A_2A1A2? hhs annual records management training quizletchaska community center day pass. 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. No extra copies may remain at the Library once the record copy has been destroyed. NARA determines the disposition of all government records, based on what kind of information the records contain. Records Management at HHS - HHS.gov What is an automated management process which allows records professionals to prepare SF 135s? Keep all records separate from convenience copies and personal papers. 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. One. Which search requests are processed external to AFRIMS? 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. It enables the Library to respond quickly and thoroughly to Congressional requests, legal investigations, audits, and other requests for Library records. You should now be able to recognize what kinds of materials are and are not records. 641 (2011), Concealment, Removal, or Mutilation Generally, 18 U.S.C. hhs annual records management training quizlet Encouraging your child to run a kid's car wash can be an excellent choice of summer job.