hhs annual records management training quizlet

DATES: 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. 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. Requesting funds for records storage costs. Violations by Title 32 Air National Guard military personnel Do not change, destroy, or overwrite those edited copies. Personal papers may also include materials you brought with you to the Library, such as documents you created at a previous job. Match the document to the correct record type: Routing Slip - Not a Record. Privacy Impact Assessments | HHS.gov Records management training serves as a reminder of the responsibility to maintain and protect IHS records. Keep them well organized in your network folders so that the Records Management office will be able to preserve them for the proper amount of time and handle their disposition according to the LRS. Lets look at some common examples. HHS Policy for Records Management During this phase, the record that someone created or received is filed in the office and used for work. Instructions on how to download the files. An ERKS may be either a distinct system designed specifically to provide recordkeeping functionality, or it may be a module within, or a part of, another system (such as an application system or an electronic document management system). Annual OSD Records and Information Management Training - Quizlet Completing requirements for a NARA certificate of Federal Records Management Training. Temporary records are records approved by NARA for disposal after a specified retention period. Scheduled destruction is important because it controls costs and minimizes risks and inefficiencies in government operations. 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. 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 Records Management office includes a staff of experts in charge of records management for the entire Library. Remember, removal or destruction of records without proper authorization is illegal and punishable by law. They are baseline ERM program requirements derived from existing NARA regulations, policy, and guidance. Developing policies, standards, and procedures for records management. Personal papers are documentary materials belonging to an . 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. 20 Questions and Answers on the Fundamentals of Records Management 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. 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. Providing guidance and operational support for the implementation of litigation holds and other types of legally required holds on records and other documentary materials. 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. Identifying and Safeguarding Personally Identifiable Information (PII) Version: 5.0 Length: 1 Hour. It protects Library business from inappropriate or unauthorized access. 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. 1236. Identifying and periodically update recordkeeping requirements for program and administrative records. Quiz, Business Records Classification & Categories Records schedules must be in place for all HHS records. Reviewing and making recommendations on requests for funding and acquisition of electronic recordkeeping systems in accordance with information technology capital planning, and investment control procedures. How is the BRM notified of a pending staging request? Now its time to test your knowledge with a brief quiz. As a member, you'll also get unlimited access to over 88,000 lessons in math, Designating OpDiv ROs to oversee the records management program. 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. This Policy does not address the supplemental preservation requirements for records associated with litigation, investigations, and audit matters. LMS/SCORM - Download the LMS/SCORM file for use in your agency's learning management system. Stock publications. 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). 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 Think of them as very temporary records. Records Management Training Program | National Archives This U.S. Department of Health and Human Services (HHS) Policy for Records Management, herein referred to as Policy, updates and supersedes the previous version (HHS-OCIO-2016-0004-002, dated June 22, 2016). Receive the latest updates from the Secretary, Blogs, and News Releases. Personal papers cannot be put into storage with records later on. Consult with your Records Liaison or the NIH Records Officer if you are unsure how to manage your records. This is when a document first becomes a record, because it is created or received by someone at the Library as part of conducting Library business. Separate them from other documents and keep them in a safe place. You are not responsible for filing and preserving or disposing of the official record copy of that document. Notify the Records Management office immediately if you are concerned that this is about to happen or has already happened. Coordinating modifications to the office file plans and agency records schedules. 641 (2011), Concealment, Removal, or Mutilation Generally, 18 U.S.C. 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). This will protect the information from being seen by unauthorized people. 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. English, science, history, and more. 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! Each HHS OpDiv and StaffDiv must maintain a centralized file plan that includes the title and description of its records, including electronic media. That can be a time-consuming and risky process, because you are not allowed to remove any information that is part of the government record. 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. The same rules youve learned about all along apply to the email messages you create or receive too. Managing our records preserves the Library's 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. Who is responsible for working with Knowledge Managers, to assist organizational personnel with conducting searches of and properly preserving information, including ESI? Ensuring OpDiv ROs incorporate records management principles and policies in all phases of the EPLC process. In special cases, you may need to hold on to certain records past their disposition date due to legal activity involving those records. Bottom line do not use your personal email account for Library business. The millions of books, manuscripts, photographs, maps, and other items in the Librarys collections are not records. But dont ever destroy any records! hhs annual records management training quizlet Encouraging your child to run a kid's car wash can be an excellent choice of summer job. Records Management Training Online Lessons | National Archives You will probably receive many non-record convenience copies in your Library career, and it is important that you know how to treat them differently from records. Delegates oversight responsibility for the Department-wide records management program to the Chief Information Officer (CIO). HHS Policy for Mobile Devices and Removable Media (2019). The current version of this Policy will always reside in the OCIO Policy Library. Include the agency records management officer and/or staff in the planning, development, deployment, and use of cloud computing solutions. 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. Records management programs must manage organizational information so that it is timely, accurate, complete, cost-effective, accessible and useable. You will receive your score and answers at the end. Overstuffed file cabinets, congested office space, and overloaded computers make it hard to access needed information quickly, and that keeps us from working efficiently. They will guide your office in managing its records properly and helping you determine which documents are records. What type of record is needed to continue day-to-day operations without interruption or mission degradation after a disaster or emergency? In other words, the record is retired for a period of time. Because they do not capture evidence of the Librarys important actions or decisions, non-record materials do not need to be preserved. 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. A space traveler whose mass is 115 kg leaves earth. It is a convenience copy that merely keeps you informed. 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. Do NOT delete official Library records from your email account. Cloud services refer to federal records that reside in a cloud environment hosted by a third party service provider. The format or medium doesnt matter. The cycle has three phases: Lets examine your responsibilities in each phase. Coordinating the development and implementation of the HHS records program. false. 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? Do not allow them to accumulate or get mixed in with more important records! 10/01/2023. Preserve the content of electronic records, and their context and structure, over time. If you are responsible for records related to the Librarys collections, do not put any records into the collections themselves. Emergency operation records and plans, orders of succession. You should now be able to recognize what kinds of materials are and are not records. Quiz & Worksheet Goals. Coordinating with OpDiv and StaffDiv RMs and RLs regarding all aspects of records management. annual osd records and information management training quizlet. 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. It ensures our accountability to Congress and the public. 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. Managing prompt disposal of temporary records stored in Federal Record Centers and the timely transfer of permanent records to NARA. Attention: This is an accessible version of the Records Management Basic Awareness course intended only for Library of Congress staff using screen-reader assistive technology. Please note that the accidental removal, defacing, alteration or destruction of Federal records is prohibited and can be punishable by law. AFQTPXXXXX_222RA, Records Management - User Training. 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. 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. Select next to continue 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. For example, suppose you attend a meeting where you receive a copy of the information or agenda to be discussed. 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? Many emails are just day to day communications that dont document significant actions or decisions. 2. 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 The Records Management office will ultimately transfer your permanent records to NARA. Click here to take the All-staff version of the course. 2. Whenever you have questions about managing your records, ask your Records Liaison for assistance. 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. Resolve portability and accessibility issues through good records management policies and other data governance practices. 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. 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 that HHS employees and contractors complete the annual records management training. Records Management Flashcards | Quizlet 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. hhs annual records management training quizletchaska community center day pass. And while were on the subject of meetings, if you are conducting the meeting or if you are taking the official minutes, your copy of the agenda and your official notes are records, of course. AFQTPXXXXX_222RA, Records Management - User Training Download the .story file if you would like to edit or modify the lessons in Storyline. DoD Mandatory Controlled Unclassified Informa, Fundamentals of Engineering Economic Analysis, David Besanko, Mark Shanley, Scott Schaefer. 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. With help from the Records Management office, your Records Liaison has created a File Plan for your entire office. Security Awareness and Training | HHS.gov What is Records Management - HHS.gov 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. Inserting a records management clause in contracts ensuring contractors are aware of and adhere to HHS records management policies. Storyline Source File - Most of our online lessons are built in Articulate 360. Quiz Introduction Department of Health and Human Services (HHS) Annual Records Management Training Main Content Quiz Introduction Your are almost done! Courses 198 View detail Preview site 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. 3301).18. If you are using a screen reader application, continue with this course. annual osd records and information management training quizlet 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. If transferring or leaving the Department, consult with supervisor and office records staff and follow records management procedures. Always keep them separate from records.. If an existing authority does not cover the content, a new schedule must be developed. This Policy also applies to HHS employees, contractor personnel, grant recipients, interns, and other non-government persons supporting HHS. Chapter 15 - Records Management Program | Part 5 - The Indian Health Contact your Records Liaison for assistance if there are too many non-record materials to shred in the office. It is equally important to destroy less valuable records or convenience copies and other non-record materials soon after they are no longer needed. The second phase of the records life cycle is Maintenance and Use. Serving as the primary contacts responsible for overseeing the OpDivs records management program and ensure the OpDiv has up-to-date records management guidelines. 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. We conduct a lot of business by email because its a quick, effective way to communicate with one another. Identification of Records, Nonrecord Materials, and Personal Papers 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. 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. 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. Recordkeeping within a particular program. The files are compiled as SCORM 1.2. 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. Has direct responsibility for ensuring that the department or agency efficiently and appropriately complies with all applicable records management statutes, regulations, NARA Policy, and Presidential Directives. 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) Ensuring the implementation of a records management program within their areas of responsibility to accomplish the objectives identified in federal regulations and HHS policies and procedures. What form is used by the BRM to maintain custody of and accountability for staged records and records transferred to other agencies? Applied Behavior Analysis Services Update.

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