hhs annual records management training quizlet

Document the agency's organization, structure, and achievements. Your office should create a file folder structure on your shared network drive where you will keep your electronic documents. 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. Who must implement the AF Records Management Program for their organizations IAW AFI 33-322? You must file them with the related records and keep them.. Many documents contain information on how the Library conducts business; but not every copy needs to be kept as an official record. Stock publications. 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. Each HHS OpDiv and StaffDiv must maintain a centralized file plan that includes the title and description of its records, including electronic media. Air Force Information Collections and Reports Management Program. true. During a legal case, the Library may be required to search for all relevant documents in its possession. Ensuring office records are accurately listed and detailed in the office file plan. (18 U.S.C. Just by doing your work, you are probably creating or receiving government records without even thinking about it. 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. Annually inform all agency personnel of their records management responsibilities in law, regulation, and policy, and provide training specific to the practices and policies of the organization. Please note: If you serve on a hiring selection panel, the Structured Interview Guide you will fill out during the interview process is a record. 2901 2910 (2011), Records Management by Federal Agencies, 44 U.S.C. This Policy does not supersede any other applicable law or higher-level agency directive or policy guidance. What type of record is needed to continue day-to-day operations without interruption or mission degradation after a disaster or emergency? Dont delete them. Distinguish between Federal records, non-record materials, and personal papers. 2023 Records Management. Per 36 CFR ___ all automated information systems are required to implement an approved records disposition schedule into them. Identify and separate all employee federal Records from Non-Record Materials and Personal Papers. The Records Management office will take care of destroying your temporary records according to official procedures. Any documented materials related to work that do not fit the definition of a record are considered non-record materials. Keep them separate. The requirements are then either mandatory (Must Have) or preferred (Should Have). The life cycle spans the time period while the records are in the custody of the agency responsible for them. 641 (2011), Concealment, Removal, or Mutilation Generally, 18 U.S.C. Recommend designation of Records Managers (RMs) to support the OpDiv ROs in the implementation of recordkeeping requirements for major programmatic and administrative records. Choose an answer and hit 'next'. 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 i Information. 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. 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. 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. 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. Food and Drug Administration, HHS. 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 has determined that most records produced by Federal agencies are temporary; meaning that they must be destroyed after a specific time period. HHS Operating Divisions (OpDivs) and Staff Divisions (StaffDivs) must adopt and implement this Policy, or may create a more restrictive policy, but not one that is less restrictive or less comprehensive than this Policy. 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), and National Institute of Standards and Technology (NIST) (Draft) Delete or destroy transitory records as soon as you no longer need them for information. The HHS CIO has the authority to grant a one (1) year extension of this Policy. All employees and contractors working at a Federal agency are required by law to create and keep records that document the agencys business. 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 . 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. DO delete transitory records, non-record materials, and personal emails regularly, as soon as you no longer need them for information. Who serves as the Office of Primary Responsibility for the management and oversight of the Search Request and Litigation Hold process? Welcome to the Records Management Awareness training course. Examples include personal notes, journals, correspondence, or other materials relating to your private or professional life outside the Library. DoD Mandatory Controlled Unclassified Informa, Fundamentals of Engineering Economic Analysis, David Besanko, Mark Shanley, Scott Schaefer. To archive this Policy, approval must be granted, in writing, by the HHS CIO. Because they do not capture evidence of the Librarys important actions or decisions, non-record materials do not need to be preserved. After you pass the quiz, proceed to the course conclusion. . The multiple choice questions in this quiz will ask you about the basics of records management. Providing guidance to the OpDiv ROs to ensure compliance with Records Management principles and policies in all phases of the Enterprise Performance Life Cycle (EPLC) process. 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. 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. Ensuring proper disposition of office records. Coordinating modifications to the office file plans and agency records schedules. (36 CFR 1222.34)7, 6.2.1. Identifying and periodically update recordkeeping requirements for program and administrative records. You'll find questions that challenge your understanding of file record maintenance, contingency plans, types of records, and more. DATES: Include instructions on how all records will be captured, managed, retained, made available to authorized users, and retention periods applied. some examples of permanent information are day books of senior leaders. Unsolicited external correspondence. Classified, contain controlled unclassified, or require sensitive handling. Now its time to test your knowledge with a brief quiz. Your job responsibilities will determine what you must document. Contact your Records Liaison for assistance if there are too many non-record materials to shred in the office. 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. Organizing files for efficient and effective retrieval. What are the square footage requirements of a staging area? Chapter 31)10. Official records must be kept where other people can retrieve them easily, not mixed in with your personal files or belongings. 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. Ensuring a departing contractor complies with policies and procedures regarding preservation, transfer, and deleting of records. Questions, comments, suggestions, and requests for information about this Policy should be directed to HHSRecordsManagement@hhs.gov. What is assigned after the transfer request is approved? Click here to take the All-staff version of the course. 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. 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). The ions are shown in red carry a 1+1+1+ charge, and those shown in blue carry a 1- charge. Ensuring OpDiv ROs incorporate records management principles and policies in all phases of the EPLC process. It enables the Library to respond quickly and thoroughly to Congressional requests, legal investigations, audits, and other requests for Library records. Do not allow them to accumulate or get mixed in with more important records! Providing leadership and guidance to ensure uniformity in records management activities throughout the Department. Page 8, Section 6.1.2 Agencys responsibility working with contractors. You will create or receive many different records during your Library career. It protects Library business from inappropriate or unauthorized access. HHS policy states that operating divisions (OPDIVs) are responsible for completing and maintaining PIAs on all systems (developmental and operational). 2023 Annual Ethics Training. 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). Ensuring a departing contractors record materials, including email records, have been reviewed prior to the contractors departure. Approval of the schedules must be obtained from NARA in accordance with Subchapter B, chapter XII of Title 36, Code of Federal Regulations. Records that are being used for current work are called active records. Your personal papers are not government records. Completing requirements for a NARA certificate of Federal Records Management Training. No additional guidance is required to implement this policy. 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. Managing prompt disposal of temporary records stored in Federal Record Centers and the timely transfer of permanent records to NARA. HHS Policy for Implementing Electronic Mail (Email) Records Management (2019). Overseeing the Department-wide records management program. 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? Chapters 21, 29, 31, 33), and regulations of the National Archives and Records Administration (NARA) at 36 CFR Chapter XII Subchapter B). No extra copies may remain at the Library once the record copy has been destroyed. This course covers the following information. Include instructions on how data will be migrated to new formats, operating systems, etc., so that records are readable throughout their entire life cycles. Suppose you create a work document on your computer and you continue to update it yourself. 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. Quiz, Maintaining Record Confidentiality It is best to keep your personal information separate from your work information. Disposition = Final action taken regarding records The Federal Records Act (FRA) requires every agency to Delegate a records officer Conduct records training Establish a Records Management Program Schedule records You are a COTR and a contract assigned to you has closed. But your primary contact for help with records management is someone right within your own office. Dont worry, you wont have to give up any records you still need for your work. 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. In addition, training employees on the fundamentals of managing their records accomplishes at least three important organizational purposes: (1) employees are better able to protect the organizational interests with this knowledge; (2) lawyers will gain a higher degree of employee respect when they demonstrate how straightforward managing their This will protect the information from being seen by unauthorized people. AFQTPXXXXX_222RA, Records Management - User Training.

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