No extra copies may remain at the Library once the record copy has been destroyed. Introductory training that builds organizations of professionals with working privacy knowledge. And did you know that you should never use your personal email account for Library business? Air Force Records Information Management System (AFRIMS). Quiz, Maintaining Record Confidentiality Web Design System. 36 CFR 1220.14 Defines records management as: "The planning, controlling, directing, organizing, training, promoting, and other managerial activities involved with respect to records creation, records maintenance and use, and records disposition in order to achieve adequate and proper documentation of the policies and transactions of the federal government and effective and economical . 2901 2910 (2011), Records Management by Federal Agencies, 44 U.S.C. Welcome to the updated visual design of HHS.gov that implements the U.S. Collect, organize, and categorize records to facilitate their preservation, retrieval, use, and disposition. Overstuffed file cabinets, congested office space, and overloaded computers make it hard to access needed information quickly, and that keeps us from working efficiently. Extra storage space for paper or electronic records costs money too. At minimum, a records management clause ensures that the Federal agency and the contractor are aware of their statutory records management responsibilities. 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. Use a personal calendar, not your work calendar, to keep track of your personal appointments. Signed Appointment Letter - Record. What are his weight and mass. The National Archives and Records Administration, or NARA, oversees how all Federal agencies manage their records, from creation through disposal. Jose Arrieta, Chief Information Officer (CIO), Scott W. Rowell, Assistant Secretary for Administration (ASA). 302 quizzes. The requirements are then either mandatory (Must Have) or preferred (Should Have). Select next to continue Coordinating with OpDiv and StaffDiv RMs and RLs regarding all aspects of records management. Records are materials created or received by a Federal agency that document the agencys actions or decisions. Which system provides real-time access and management of the USAF Records Disposition Schedule (RDS)? The same rules youve learned about all along apply to the email messages you create or receive too. Every year, each Library office will be asked by the Records Management office to participate in a dedicated records review and cleanup activity. Contact your Records Liaison for assistance if there are too many non-record materials to shred in the office. HHS recently implemented new software to manage its PIA drafting and review processes. Note that the Records Management office is located within OCIO. The Library is legally responsible for any records or copies of records that are discovered here, no matter how old they are. hhs annual records management training quizlet Encouraging your child to run a kid's car wash can be an excellent choice of summer job. 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. Because they do not capture evidence of the Librarys important actions or decisions, non-record materials do not need to be preserved. Ensuring proper recordkeeping of Authorization to Operate (ATO) approved systems. AFQTPXXXXX_222RA, Records Management - User Training 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. 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. how information is managed is dependent on all of the following, EXCEPT: the volume of information. Ensure that the departing employees federal records have been turned over to the appropriate successor or official to permit continued preservation of the Department federal records. 12/31/2023. Which program minimized the Federal paperwork burden on the public, small businesses, and state and local governments? 97154. 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. Ensuring a departing contractor complies with policies and procedures regarding preservation, transfer, and deleting of records. This is a time for your office to review its inventory of active records, update the File Plan, remove records that are eligible for disposition, and destroy unnecessary non-record materials. 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. Courses 198 View detail Preview site You'll find questions that challenge your understanding of file record maintenance, contingency plans, types of records, and more. Someone else is. Violations by Title 32 Air National Guard military personnel It makes needed information available and easy to find so that Library programs can function smoothly. Remember that the records you create or receive at your Library job belong to the Federal government. 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. (44 U.S.C. The current version of this Policy will always reside in the OCIO Policy Library. This Policy does not address the supplemental preservation requirements for records associated with litigation, investigations, and audit matters. Not all the documents you will encounter at work are records. Provides document content, context, and structure. 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. This includes, but is not limited to, magnetic media, such as tapes and disks, and optical disks. Many documents contain information on how the Library conducts business; but not every copy needs to be kept as an official record. Remember, always keep government records separate from personal papers! i Information. You should not use it for a lot of personal business. Do NOT dispose of it. NARA also determines which records should never be destroyed because they are historically important to the United States. OpDivs and StaffDivs must identify these federal records and determine how they will be managed. Do not delete your electronic records. Would you expect to find an ionic compound of formula A1A2A_1 A_2A1A2? Dont worry, email archiving is an efficient way to store older messages, and you will find that it has a very powerful search engine, so you should be able to find your archived emails easily if and when you need them. Using information from the System Inventory in the various reporting and oversight requirements. Permanent records are records appraised by NARA as having sufficient historical or other value to warrant continued preservation by the Federal Government beyond the time it is needed for administrative, legal, or fiscal purposes. Be careful not to include personal notes in your work-related notes or mix your personal papers with your work papers. The Records Management office will ultimately transfer your permanent records to NARA. NARA works with every agency, including the Library of Congress, to identify which documents are official government records, how long and where they must be kept, and when they must be destroyed, according to Federal law. A lock (LockA locked padlock) or https:// means youve safely connected to the .gov website. Illustrated below are four ions A1,A2,Z1-A_1, A_2, Z_1A1,A2,Z1, and Z2Z_2Z2 - showing their relative ionic radii. It is best to keep your personal information separate from your work information. Your work is evidence of the Librarys work. When its time for you to separate from the Library, you will need to work with your Records Liaison to turn in all the paper and electronic records you have been keeping, delete all non-record emails and personal documents from your computer, and fill out a few special forms. Serving as the Departments representative with NARA, other federal agencies, and external organizations on matters pertaining to records management. The HHS Records Management Officer collaborates with HHS OpDivs and NARA to execute the HHS Records Management Program in accordance with this instruction. Records may only be protected and classified at ______ level (s). 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. 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). You'll get practice applying the following skills: To learn more information about this verb basics, check out the related lesson, Records Management Basics: Terminology & Examples. 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. 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 . Security Awareness Training - QualityNet Security - QualityNet Confluence department of health and human services (HHS) - Quizlet Identifying and Safeguarding Personally Identifiable Information (PII) Version: 5.0 Length: 1 Hour. Lets look at some common examples. 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. These records are permanent. Destroy those convenience copies and other non-record materials youve been keeping that you no longer need. 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. DATES: January 1, 2021. Ensuring that social media content containing official records are maintained in accordance with HHS recordkeeping requirements. Consult with your Records Liaison or the NIH Records Officer if you are unsure how to manage your records. 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. GDPR Training Learn the legal, operational and compliance requirements of the EU regulation and its global influence. hhs annual records management training quizlet. Bottom line do not use your personal email account for Library business. Working with the OpDiv ROs to transfer permanent systems to the National Archives in accordance with approved records schedules and NARA requirements. The cycle has three phases: Lets examine your responsibilities in each phase. Standard Form 135, Records Transmittal and Receipt. Records Management Flashcards | Quizlet ), are collected, organized, and categorized to facilitate their preservation, retrieval, use, and disposition. The File Plan crosswalks the files in your office to the LRS, and its a very important records management tool. Ensuring the technical security of the OpDiv electronic data records according to HHS and OpDiv standards. Introduction Welcome to the Department of Health and Human Services (HHS) Annual Records Management Training. Resolve portability and accessibility issues through good records management policies and other data governance practices. Reviewing responsive federal records provided by HHS employees, contractors, interns, and fellows for release to the public under the FOIA. And its against the law to destroy them too soon! But dont ever destroy any records! The HHS CIO has the authority to grant a one (1) year extension of this Policy. 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 false. Chapters 21, 29, 31, 33), and regulations of the National Archives and Records Administration (NARA) at 36 CFR Chapter XII Subchapter B). Once you no longer need to keep a record because you are finished working with it, tell your Records Liaison. 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. Providing records management expertise and participating in the review and development of proposed electronic records management systems. Explain. 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. Does it contain evidence of the Librarys work, such as past or future actions or decisions? And it helps the Library meet its responsibilities in case of a lawsuit. HHS policy states that operating divisions (OPDIVs) are responsible for completing and maintaining PIAs on all systems (developmental and operational). But if you wish to take copies of Library records (which are non-record materials), you must get special permission from the Library. 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). Managing prompt disposal of temporary records stored in Federal Record Centers and the timely transfer of permanent records to NARA. 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. HHS OpDivs and StaffDivs must create standards and policies for managing records created, used, or stored in cloud computing environments: 6.3.1. You will be able to take your personal papers with you, and you may do so without permission. 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 will need to score at least 80% on this short quiz in order to finish the course. Managing the records includes, but is not limited to, secure storage, retrievability, and proper disposition of all federal records, including transfer of permanently valuable records to NARA in a format and manner acceptable to NARA at the time of transfer. 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. The files are compiled as SCORM 1.2. Thereafter, the employees must complete annual Records Management training throughout the life of the contract. They capture evidence of the agencys organization, functions, policies, decisions, procedures, operations, or other business activities. 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. 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. Electronic Records Management System (ERMS). 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. At which level is the Air Force Information Collections and Reports Management Program managed? Permanent records are typically produced by senior officials or other individuals responsible for documenting the Librarys core decisions and significant strategic actions. They do not document how the Library conducts business. The OSD Records and Information Management guidance can also be called? 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. Annual Privacy Training Quizlet The Librarys version of these instructions is called the Library of Congress Records Schedule, or LRS. HHS Policy for Records Management The content of the message determines whether it is a record. However, if other people make significant changes to your document, the drafts containing those changes are records and you must keep them. HHS Policy for Implementing Electronic Mail (Email) | HHS.gov Ensuring federal employees, contractors, interns, and fellows are aware of and adhere to HHS records management policies. Recognize which materials you do and dont need to keep. Quiz Introduction Department of Health and Human Services (HHS) Annual Records Management Training Main Content Quiz Introduction Your are almost done! NOTE: This course is hosted on Joint Knowledge Online (JKO). Unscheduled records are records whose final disposition has not been approved by NARA. If they do contain P.I.I., destroy them by shredding or putting them in the locked disposal box designated for sensitive information. 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. Library and museum material made or acquired and preserved solely for reference or exhibition purposes or duplicate copies of records preserved only for convenience are not included (44 U.S.C. How is the BRM notified of a pending staging request? 3101 3107 (2011), Unlawful Removal, Destruction of Records, 44 U.S.C. Classified, contain controlled unclassified, or require sensitive handling. If you are NOT using a screen reader application, you have clicked on the wrong link. All employees and contractors are required to take annual records management training. Records Management Record Types - National Institutes of Health What is defined as the official, or file, or coordination copy created by an action office, complete with coordination's, enclosures, or related background papers that form a complete file or history of the action? 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. Before you destroy any non-record materials, always check for P.I.I. Which publication contains a list of suggested items to be used in maintaining files? Service Management: Operations, Strategy, and Information Technology 7th Edition ISBN: 9780077475864 James Fitzsimmons, Mona Fitzsimmons 103 solutions Human Resource Management 15th Edition ISBN: 9781337520164 John David Jackson, Patricia Meglich, Robert Mathis, Sean Valentine 249 solutions Human Resource Management Well determine if they are Federal records and whether you must keep them. Those records are eventually transferred to the National Archives, where they are preserved forever. 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. PDF By Order of The Air Force Instruction 33-322 Secretary of The Air - Af Ensuring a departing employee complies with policies and procedures regarding preservation, transfer, and deleting of records. Identify your responsibilities in each phase of the records life cycle. Ensuring all HHS employees, including senior officials and contractors are aware of their programmatic and individual records management responsibilities. All other email accounts contain only temporary email records, which will eventually be destroyed. Download the .story file if you would like to edit or modify the lessons in Storyline. Your Liaison will make sure that the record is properly retired and separated from active records, according to the File Plan. 1236. Ensuring office records are accurately listed and detailed in the office file plan. 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) 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. Washington, D.C. 20201 Extra copies of documents are non-record materials, and you can keep them as long as you need them for work, but no longer than that. In this course, you will learn how to take proper care of the records you create and use here at the Library. The life cycle spans the time period while the records are in the custody of the agency responsible for them. Include the agency records management officer and/or staff in the planning, development, deployment, and use of cloud computing solutions. This Policy also applies to HHS employees, contractor personnel, grant recipients, interns, and other non-government persons supporting HHS. Records Management Training Online Lessons | National Archives No additional procedural steps are required to implement this policy. Quiz, Records Management Process in Organizations, Records Management Process in Organizations What is the retention period for records transferred to NARA? Delete your transitory emails, non-record emails, and personal emails from your Outlook mailbox. Files containing paper records may be stored in a central location, or at someones individual workstation. 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. 2901(2)).3, 6.1.1. 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. 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). Ensure that departing employees federal records have been identified and properly disposed of in accordance with approved records disposition schedules before the employees departure. Do not dispose of them until you receive instructions from OGC that the litigation hold has been lifted. 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. 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. This course covers the following information. 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. Conducting periodic compliance evaluations of records management programs. As a member, you'll also get unlimited access to over 88,000 lessons in math, But did you know that the National Archives also performs another important function which affects us here at the Library every day? Your office should create a file folder structure on your shared network drive where you will keep your electronic documents. For example, suppose you attend a meeting where you receive a copy of the information or agenda to be discussed. Save all records for the appropriate amount of time, according to the official instructions authorized by the Government. What type of record is needed to continue day-to-day operations without interruption or mission degradation after a disaster or emergency? Use automated processes to manage the electronic records of an agency. 2101 2120 (2011), Records Management by the Archivist of the United States and by the Administrator of General Services, 44 U.S.C. All other trademarks and copyrights are the property of their respective owners. Personal papers cannot be put into storage with records later on. Records management programs must manage organizational information so that it is timely, accurate, complete, cost-effective, accessible and useable. We will look at that distinction shortly. . It protects the rights of the Library, its employees, and its customers. Library collections. Coordinating the development and implementation of the HHS records program. 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. Records schedules must be in place for all HHS records. Please note that the accidental removal, defacing, alteration or destruction of Federal records is prohibited and can be punishable by law. You will find helpful resources on their website. But your primary contact for help with records management is someone right within your own office. 2. Start Preamble Start Printed Page 25740 AGENCY: Centers for Medicare & Medicaid Services (CMS), Department of Health and Human Services (HHS). Chapter 15 - Records Management Program | Part 5 - The Indian Health These instructions should include scheduling system documentation, metadata, and related records. During this phase, the inactive record should still be kept, but it should be stored separately from active records that are still being used. Instructions on how to download the files. The final version of your document is the official record copy, and you must keep it on your network shared drive. If you are using a screen reader application, continue with this course. 2023 Records Management. Applied Behavior Analysis Services Update. New incumbents must obtain the certificate within one year of assuming the position of Departmental ARO. Match the document to the correct record type: Routing Slip - Not a Record. Purge non-record materials, personal papers and extra copies. Serving as the primary contacts responsible for overseeing the OpDivs records management program and ensure the OpDiv has up-to-date records management guidelines.