DO delete transitory records, non-record materials, and personal emails regularly, as soon as you no longer need them for information. 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. New York State Medicaid Update - March 2023 Volume 39 - Number 6 What is defined as the records an office uses frequently in current business or until a cutoff period is met? 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. If you receive an instruction from the Office of the General Counsel directing you to save certain records, it is called a Litigation Hold. You must save those records and the related documents until the litigation hold is canceled by OGC. 44 U.S.C. 6.2.2.1 Universal ERM requirements identify high level business needs for managing electronic records. 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. They must also be organized and stored properly while in the office. 1. 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. 641 and 2071)11. You will be reminded to organize your own records and destroy all the non-record materials you no longer need. However, if other people make significant changes to your document, the drafts containing those changes are records and you must keep them. (NARA Guidance on Records Management for Contracts)5. Just by doing your work, you are probably creating or receiving government records without even thinking about it. 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. 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. Does it contain evidence of the Librarys work, such as past or future actions or decisions? Treat records as property of the U.S. government. Selfie w/First Sergent - Not a Record. 12/31/2023. When notified that an employee, contractor, intern, or fellow is transferring or leaving the Department, consult with departing employees to follow litigation records management procedures. 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. 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. Records Management Program Staff / HHS Managers and Supervisors - HHS.gov Include instructions on how all records will be captured, managed, retained, made available to authorized users, and retention periods applied. Do NOT dispose of it. Who serves as the Office of Primary Responsibility for the management and oversight of the Search Request and Litigation Hold process? All Federal records have a life cycle. Convenience copies. Which system provides real-time access and management of the USAF Records Disposition Schedule (RDS)? In this course, you will learn how to take proper care of the records you create and use here at the Library. Ensuring proper disposition of office records. The third and final phase of the records life cycle is Disposition. Which records are instrumental to the reconstruction of an organization during and after national security emergencies, other emergencies, or disaster conditions? Identifying and Safeguarding Personally Identifiable Information (PII) Version: 5.0 Length: 1 Hour. 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. Enrolling in a course lets you earn progress by passing quizzes and exams. No extra copies may remain at the Library once the record copy has been destroyed. As a member, you'll also get unlimited access to over 88,000 lessons in math, You may delete or overwrite them with each update. 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. And it is the law because proper record keeping is essential to a responsive and responsible government. how information is managed is dependent on all of the following, EXCEPT: the volume of information. The second phase of the records life cycle is Maintenance and Use. 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 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. Storyline Source File - Most of our online lessons are built in Articulate 360. The responsibilities of the HHS Secretary include, but are not limited to, the following: The responsibilities of the HHS Assistant Secretary for Administration (ASA) include, but are not limited to, the following: The responsibilities of the HHS CIO include, but are not limited to, the following: The responsibilities of the HHS ARO include, but are not limited to, the following: The responsibilities of the OpDiv Chief Information Officers (CIOs) or OpDiv designated authority include, but are not limited to, the following: The responsibilities of the HHS Chief Information Security Officer (CISO) include, but are not limited to, the following: The responsibilities of the OpDiv Chief Information Security Officers (CISOs) include, but are not limited to, the following: The responsibilities of the OpDiv Records Management Officers (ROs) include, but are not limited to, the following: The responsibilities of the OpDiv and StaffDiv Records Managers (RMs) and Record Liaisons (RLs) include, but are not limited to, the following: The responsibilities of the OpDiv and StaffDiv Records Custodians (RCs) include, but are not limited to, the following: The responsibilities of Managers and Supervisors include, but are not limited to, the following: The responsibilities of Contracting Officers and Contracting Officer Representatives include, but are not limited to, the following: The responsibilities of all HHS employees, contractors, interns, and fellows include, but are not limited to, the following: The responsibilities of the Freedom of Information Act (FOIA) Official include, but are not limited to, the following: The responsibilities of the Office of the General Counsel (OGC) include, but are not limited to, the following: The responsibilities of the Office of Inspector General (OIG) include, but are not limited to, the following: The responsibilities of IT Infrastructure and Operations and System Managers include, but are not limited to, the following: HHS Privacy Information Management (PIM) is responsible for the development and management of this Policy. Include instructions to periodically test transfers of federal records to other environments, including agency servers, to ensure the records remain portable. 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. accurate and actionable information enhances decision making, thereby enabling timely support of the warfighter. Which program minimized the Federal paperwork burden on the public, small businesses, and state and local governments? Unscheduled records may not be destroyed or deleted. Records schedules must be in place for all HHS records. 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. Separate them from other documents and keep them in a safe place. Signed Appointment Letter - Record. Ensuring that social media content containing official records are maintained in accordance with HHS recordkeeping requirements. . Serving as the primary contacts responsible for overseeing the OpDivs records management program and ensure the OpDiv has up-to-date records management guidelines. However, information about the collections, such as catalogs and acquisition documents, are records. LMS/SCORM - Download the LMS/SCORM file for use in your agency's learning management system. Annual OSD Records and Information Management Training - Quizlet 2023 Records Management. What type of record is needed to continue day-to-day operations without interruption or mission degradation after a disaster or emergency? ACTION: Notice. Records are media neutral. Whether something is a record is determined by the information it contains and how it is used. Although you are not required to document everything you do every day at work, you are responsible for documenting any important actions you take or decisions you make that reflect the work of the Library. NOTE: This course is hosted on Joint Knowledge Online (JKO). Before you destroy any non-record materials, always check for P.I.I. Page 8, Section 6.1.2 Agencys responsibility working with contractors. 6.1.4.1. Air Force Information Collections and Reports Management Program. It is documenting your direct role in the the business of the Library. Dont worry, you wont have to give up any records you still need for your work. AFQTPXXXXX_222RA, Records Management - User Training. This instruction sets forth penalties associated with unauthorized concealment, removal, mutilation, obliteration or destruction of records without proper authority that are applicable to civilian and military personnel, including the Air Force Reserve and Air National Guard. Delete or destroy transitory records as soon as you no longer need them for information. 09/01/2023. Emergency operation records and plans, orders of succession. Command Records Manager (CRM) and Agency Records Managers (ARM). These requirements contain six sections based on the lifecycle of electronic records management: 6.2.3.1. The Records Management office will take care of destroying your temporary records according to official procedures. 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. Keep them separate. An official website of the United States government. Destroy those convenience copies and other non-record materials youve been keeping that you no longer need. Training records should include: Dates of the training ; Content of the training ; Names and qualifications of trainers; Names and job titles of attendees; Other requirements: Employee training records must be maintained for three years. They document the Librarys service to the public and to Congress. 2. The National Archives and Records Administration, or NARA, oversees how all Federal agencies manage their records, from creation through disposal. 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. Identification of Records, Nonrecord Materials, and Personal Papers (NARA Bulletin 2010-05: Guidance on Managing Records in Cloud Computing Environments (2010)). 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. The File Plan crosswalks the files in your office to the LRS, and its a very important records management tool. 2901(2)).3, 6.1.1. Most employees at the Library only create or receive temporary email records. A .gov website belongs to an official government organization in the United States.