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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. HHS Human Capital > Mandatory Employee Training Many emails are just day to day communications that dont document significant actions or decisions. 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. Completing requirements for a NARA certificate of Federal Records Management Training. Requesting funds for records storage costs. Welcome to the Records Management Awareness training course. Chapters 21, 29, 31, 33), and regulations of the National Archives and Records Administration (NARA) at 36 CFR Chapter XII Subchapter B). 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. They capture evidence of the agencys organization, functions, policies, decisions, procedures, operations, or other business activities. So, if we are supposed to keep records, we need to know what they are and what they arent. You should now be able to recognize what kinds of materials are and are not records. When notified that a contractor is transferring or leaving the Department, consult with departing contractors to follow litigation records management procedures. true. 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. Annual OSD Records and Information Management Training - Quizlet We will look at that distinction shortly. 20 Questions and Answers on the Fundamentals of Records Management ERM requirements are a starting point for OpDivs and StaffDivs to use when developing recordkeeping and record management system requirements. false. Headquarters Air Force (HAF), MAJCOM, Field Operating Agencies (FOA), Direct Reporting Units (DRU). These instructions should include scheduling system documentation, metadata, and related records. The Records Management office is required to notify NARA if the unauthorized removal or destruction of any records has occurred at the Library. Records Management Training Online Lessons | National Archives Some records are more valuable as legal or historical evidence of the Librarys work than others. Social (moral, ethical and legal) responsibility. Page 8, Section 6.1.2 Agencys responsibility working with contractors. The multiple choice questions in this quiz will ask you about the basics of records management. Disposition specifies how long a particular type of record must be kept in the office where it is being used, if and for how long it should be stored off-site, and, most importantly, when it must be destroyed or transferred to NARA for permanent safekeeping. 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. 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. 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. They document the Librarys service to the public and to Congress. Cyber Exchange Training 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. 1. Be sure to read about your responsibilities in handling P.I.I., which are described in the Librarys governing documents. Storyline Source File - Most of our online lessons are built in Articulate 360. Who provides guidance to tenants and BRMs on local support agreements for program assistance, training, electronic records storage, staff visits, staging or records shipping? The Library is legally responsible for any records or copies of records that are discovered here, no matter how old they are. 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. 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. Selecting the Launch Training button will redirect you to JKO. The maintenance of personal papers in agency space and equipment may require agency approval and also compliance with Federal and agency requirements. You will need to score at least 80% on this short quiz in order to finish the course. This Policy provides the framework for records management program guidance and operating procedures. Applied Behavior Analysis Services Update. Treat records as property of the U.S. government. Record Copy Who must implement the AF Records Management Program for their organizations IAW AFI 33-322? Annual Privacy Training Quizlet The National Archives and Records Administration, or NARA, oversees how all Federal agencies manage their records, from creation through disposal. 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. Which program minimized the Federal paperwork burden on the public, small businesses, and state and local governments? Introduction - HHS.gov Quiz Introduction Department of Health and Human Services (HHS) Annual Records Management Training Main Content Quiz Introduction Your are almost done! 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. Each office has at least one staff member designated as the Records Liaison. Records Liaisons have been specially trained by the Records Management office to help their offices organize and dispose of their records properly. Lets put all this information together and look at some examples of documents you might encounter at work. You also create and receive some documents that are part of your daily workflow, but they dont capture important information about the Librarys work. Describe why Records Management is important to the Library. Include the agency records management officer and/or staff in the planning, development, deployment, and use of cloud computing solutions. Use of contractor's site and services may require management of Federal records. Which records uphold the legal rights and interests of individual citizens and their government and include research, social security, retirement, payroll, and insurance records? 97154. 12/31/2023. 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. Overstuffed file cabinets, congested office space, and overloaded computers make it hard to access needed information quickly, and that keeps us from working efficiently. During this phase, the inactive record should still be kept, but it should be stored separately from active records that are still being used. Providing copies of responsive federal records to the appropriate Freedom of Information Act Official when requested by the public. Include instructions for determining if federal records in a cloud environment are covered under an existing records retention schedule. Keep them separate. Unsolicited external correspondence. During a legal case, the Library may be required to search for all relevant documents in its possession. Unscheduled records are records whose final disposition has not been approved by NARA. If you are responsible for records related to the Librarys collections, do not put any records into the collections themselves. HIPAA Training and Resources | HHS.gov Records management training serves as a reminder of the responsibility to maintain and protect IHS records. Chapter 15 - Records Management Program | Part 5 - The Indian Health Identifying federal records that were used to conduct agency business. Emergency operation records and plans, orders of succession. Provides for compliance and disposition i.e., meets regulations and complies with agency records schedules. 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. If you are using a screen reader application, continue with this course. Choose an answer and hit 'next'. Remember that not all records are temporary. Records Management Record Types - National Institutes of Health Ensuring federal employees, contractors, interns, and fellows complete initial and annual records management training. Records Management Basic Awareness 2023 - Library of Congress Identifying and Safeguarding Personally Identifiable Information (PII) Version: 5.0 Length: 1 Hour. Match the document to the correct record type: Routing Slip - Not a Record. 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. Welcome to the updated visual design of HHS.gov that implements the U.S. 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. 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. Assisting in investigating the unauthorized removal of records or the actual and potential threats to records (e.g., removal, alteration, or deliberate or accidental destruction). And remember that your Library computer is government property. Agencies should plan for this contingency. The cycle has three phases: Lets examine your responsibilities in each phase. Ensuring OpDiv ROs incorporate records management principles and policies in all phases of the EPLC process. Dont forget, it is against the law to delete records without authorization! It enables the Library to respond quickly and thoroughly to Congressional requests, legal investigations, audits, and other requests for Library records. It protects Library business from inappropriate or unauthorized access. 641 (2011), Concealment, Removal, or Mutilation Generally, 18 U.S.C. Electronic Records Management System (ERMS). (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. 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. 3301).18. If an existing authority does not cover the content, a new schedule must be developed. Does it contain evidence of the Librarys work, such as past or future actions or decisions? Be distinguished from an information system by linkages to activities its documents and by its ability to preserve and provide access to the content, structures, and context of the records. CMSAF Post on Twitter - Record. It is documenting your direct role in the the business of the Library. Each HHS OpDiv and StaffDiv must standardize file arrangement systems, filing procedures, and filing techniques of records. It is a convenience copy that merely keeps you informed. Do not allow them to accumulate or get mixed in with more important records! (36 CFR 1222.34)7, 6.2.1. The contractor must also ensure subcontractor compliance with this training requirement. Your job responsibilities will determine what you must document. Records management training . 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. 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. If you handle any permanent records, work with your Records Liaison to follow the File Plan and keep those records in the proper place for the proper amount of time. Electronic Recordkeeping System (ERKS), 6.2.1.1. CRM/ARM (Command/Agency Records Managers). However, if other people make significant changes to your document, the drafts containing those changes are records and you must keep them. It protects the rights of the Library, its employees, and its customers. Quiz, Records Life Cycle: Definition & Stages You will be reminded to organize your own records and destroy all the non-record materials you no longer need. hhs annual records management training quizlet. Bottom line do not use your personal email account for Library business. HHS recently implemented new software to manage its PIA drafting and review processes. Ensuring proper disposition of office records. 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 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. ACTION: Final rule. Quiz & Worksheet - Record Management Basics, refers to recording office conversations regarding maintenance, refers to the physical cleaning of records, Records Management Basics: Terminology & Examples, IAAP CAP Exam Study Guide - Certified Administrative Professional Course Practice, Records Management Basics: Terminology & Examples What form is used by the BRM to maintain custody of and accountability for staged records and records transferred to other agencies? Recommend designation of Records Managers (RMs) to support the OpDiv ROs in the implementation of recordkeeping requirements for major programmatic and administrative records. Who grants the Managing Attorneys access to specific folders by request as necessary? Compliance with this Policy must be incorporated into applicable contract, grant, or memoranda of agreement language under separate cover, as appropriate.2. They document official Library business. Contact your Records Liaison for assistance if there are too many non-record materials to shred in the office. Start Preamble Start Printed Page 25740 AGENCY: Centers for Medicare & Medicaid Services (CMS), Department of Health and Human Services (HHS). Coordinating the development and implementation of the HHS records program. The second phase of the records life cycle is Maintenance and Use. You'll find questions that challenge your understanding of file record maintenance, contingency plans, types of records, and more. 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. Let your Records Liaison know if you have any records that are not listed in the File Plan or if you have any records that are no longer active and can be transferred to the Records Management office for storage or dispositionand. 3106 (2011), Disposal of Records, 44 U.S.C. 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. Ensures authenticity, integrity, and reliability i.e., contains unchanged, redundant information (prevents unauthorized alternation, modification, concealment, or deletion). Receive the latest updates from the Secretary, Blogs, and News Releases. 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. HHS Policy for Mobile Devices and Removable Media (2019). (44 U.S.C. 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. 6.9.1. 2901 2910 (2011), Records Management by Federal Agencies, 44 U.S.C. You have probably accumulated some personal papers at your workstation. Annual OSD Records and Information Management Training (2022) 5.0 (2 reviews) Term 1 / 18 DHA's SharePoint must be configured to comply with record keeping requirements to be approved to manage official agency records Click the card to flip Definition 1 / 18 True Click the card to flip Flashcards Learn Test Match Created by kdalleva1987 200 Independence Avenue, S.W. You must file them with the related records and keep them.. These emails are transitory records, and you can delete them as soon as you are done with them. At which level is the Air Force Information Collections and Reports Management Program managed? In other words, the record is retired for a period of time. So how do you know which documents to keep and for how long? Of course, he should enjoy being . 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. If we dont dispose of records on schedule, the Library can waste time looking through records that should have already been destroyed. Identifying and periodically update recordkeeping requirements for program and administrative records. Records Management Flashcards | Quizlet The effective date of this Policy is the date on which the policy is approved. The maximum penalty for the willful and unlawful destruction, damage, or alienation of Federal records is a $2,000 fine, 3 years in prison, or both. The most important thing to know is what to do with those records, so that you preserve them properly and keep them for the right amount of time, according to Federal law. Managing prompt disposal of temporary records stored in Federal Record Centers and the timely transfer of permanent records to NARA. Suppose you create a work document on your computer and you continue to update it yourself. 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. You may use the menu to go to a different section at any time, except during the course test. Ensure that the chain of custody document has been completed and signed before the employee departs the agency. Working with the OpDiv RO to establish and update records schedules for electronic system. Records Management Training Program | National Archives When employees retire or move on from your office and new employees are hired, it is essential to have an up-to-date File Plan that identifies the important documents needed to keep your business functioning smoothly and where they are located. In order to maintain all HHS records in accordance with applicable statutory and regulatory requirements, each OpDiv and StaffDiv is required to establish and maintain a records management program meeting the following minimum requirements: Records management is the planning, controlling, directing, organizing, training, promoting, and other managerial activities related to the creation, maintenance and use, and disposition of records, carried out in such a way as to achieve adequate and proper documentation of Federal policies and transactions and effective and economical management of agency operations. If they do contain P.I.I., destroy them by shredding or putting them in the locked disposal box designated for sensitive information. What is defined as the records an office uses frequently in current business or until a cutoff period is met? Purge non-record materials, personal papers and extra copies. Take good care of them while they are in your custody and obey the law by disposing of them properly. No additional guidance is required to implement this policy. 44 U.S.C. What are the square footage requirements of a staging area? They must also be organized and stored properly while in the office. Notify the Records Management office immediately if you are concerned that this is about to happen or has already happened. But if you wish to take copies of Library records (which are non-record materials), you must get special permission from the Library. Notify the Records Management office immediately if you are concerned that this is about to happen or has already happened. Your work is evidence of the Librarys work. Secure .gov websites use HTTPS Document the agency's organization, structure, and achievements. 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. Quiz & Worksheet - Record Management Basics | Study.com Someone else is. 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! What is defined as a storage area that receives and maintains inactive records in less costly space and equipment than Air Force uses in current files areas? As a taxpaying citizen, you are helping to pay that cost! You must have a JKO account to take this training. The content of the message determines whether it is a record. Just like with paper files, your electronic files should be logically organized, clearly named, and dated. Web Design System. (18 U.S.C. 10/01/2023. The purpose of this Policy is to establish the principles, responsibilities, and requirements for managing HHS records. Security Awareness Training - QualityNet Security - QualityNet Confluence Coordinating the development of OpDiv records schedules with the National Archives and Records Administration (NARA). Records schedules must be in place for all HHS records. Which publication contains a list of suggested items to be used in maintaining files? Maintaining electronic information systems in accordance with approved records schedules and NARA requirements. NARA has determined that most records produced by Federal agencies are temporary; meaning that they must be destroyed after a specific time period. 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). Identify your responsibilities in each phase of the records life cycle. HHS Policy for Implementing Electronic Mail (Email) Records Management (2019). (NARA Guidance on Records Management for Contracts)5. Annual OSD Records and Information Management Training - Quizlet 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 Records are materials created or received by a Federal agency that document the agencys actions or decisions. 6.1.4.1. 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.