We will look at that distinction shortly. Organizing files for efficient and effective retrieval. 6.9.1. 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. It preserves the Librarys institutional knowledge and history. Your interim drafts are not records. OpDivs and StaffDivs must identify these federal records and determine how they will be managed. Coordinating modifications to the office file plans and agency records schedules. Disposition represents the period of time when a record is no longer considered active, because it is no longer needed for current business. Keeping too much material costs the Library money and reduces efficiency and productivity. The cycle has three phases: Lets examine your responsibilities in each phase. some examples of permanent information are day books of senior leaders. Consult with your Records Liaison or the NIH Records Officer if you are unsure how to manage your records. And when it comes time to send records to storage, you cannot include any personal papers or or non-record materials with them. 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 pay rate for a 15-year-old will vary from job to job. true. If we dont dispose of records on schedule, the Library can waste time looking through records that should have already been destroyed. Good records management provides many benefits to us and the people we serve. When working with a contractor, a Contracting Officer must include a records management clause in any contract or similar agreement. NOTE: This course is hosted on Joint Knowledge Online (JKO). 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. 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. Before you destroy any non-record materials, always check for P.I.I. Ensuring office records are accurately listed and detailed in the office file plan. 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. Command Records Manager (CRM) and Agency Records Managers (ARM). Providing records management expertise and participating in the review and development of proposed electronic records management systems. Of course, he should enjoy being . You dont need permission to destroy them. Stock publications. If a cloud provider ceases to provide services, an agency must continue to meet its records management obligations. Define which copy of records will be declared as the agency's record copy and manage these in accordance with 36 CFR Part 1222. It saves money by efficiently storing and disposing of documents that are no longer needed for business. If so, the email message is a record and you must keep it in your Outlook mailbox. You will find helpful resources on their website. 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. Receive the latest updates from the Secretary, Blogs, and News Releases. 200 Independence Avenue, S.W. You will need to go through a formal process to identify and request the documents you wish to take. The files should specify the start and end dates of the records they contain, so that you will know how long you must keep them. 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). The goal of the evaluations is to measure the effectiveness of records management programs and practices and to ensure that they comply with NARA regulations. Remember, always keep government records separate from personal papers! No additional procedural steps are required to implement this policy. The File Plan is also a very useful tool for organizing the work of your office, especially when staff transitions take place. Serving as the primary contacts responsible for overseeing the OpDivs records management program and ensure the OpDiv has up-to-date records management guidelines. You should now be able to recognize what kinds of materials are and are not records. 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. The effective date of this Policy is the date on which the policy is approved. 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. SUMMARY: The Food and Drug Administration (FDA or we) is announcing that a proposed collection of information has been submitted to the Office of Management and Budget (OMB) for review and clearance under the Paperwork Reduction Act of 1995. annual osd records and information management training quizlet. 6.1.4.1. 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. Plus, get practice tests, quizzes, and personalized coaching to help you succeed. 09/01/2023. Any Library records that you create or modify using your personal email account belong to the government, and Library policy requires you to forward them to your Library email account within 20 days. 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). Explain. And did you know that you should never use your personal email account for Library business? These records must be managed in accordance with subchapter B, chapter XII, of Title 36, Code of Federal Regulations (CFR) and chapters 29, 31, 33, and 35 of Title 44, United States Code (U.S.C.). DO delete transitory records, non-record materials, and personal emails regularly, as soon as you no longer need them for information. 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 In this course, you will learn how to take proper care of the records you create and use here at the Library. At minimum, a records management clause ensures that the Federal agency and the contractor are aware of their statutory records management responsibilities. 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. 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. A .gov website belongs to an official government organization in the United States. They are baseline ERM program requirements derived from existing NARA regulations, policy, and guidance. 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. Ensuring that recordkeeping requirements are established, implemented, and periodically updated for all offices. Share sensitive information only on official, secure websites. 3301(a)(1)(A)-(B) (2008).1. Unscheduled records may not be destroyed or deleted. 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. Your job responsibilities will determine what you must document. Describe why Records Management is important to the Library. When you retire or move on from the Library, you cant take any records with you, and there are restrictions on which non-record materials you can take. Unsolicited external correspondence. 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. Permanent records are typically produced by senior officials or other individuals responsible for documenting the Librarys core decisions and significant strategic actions. 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. Standard Form 135, Records Transmittal and Receipt. Include instructions on conducting a records analysis, developing and submitting records retention schedules to NARA for unscheduled records in a cloud environment. If an existing authority does not cover the content, a new schedule must be developed. 3106 (2011), Disposal of Records, 44 U.S.C. 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. A space traveler whose mass is 115 kg leaves earth. Electronic records are records stored in a form that only a computer can process. Training Materials Catalog The content of the message determines whether it is a record. Ensuring a departing contractor complies with policies and procedures regarding preservation, transfer, and deleting of records. Annual. Serving as the Senior Agency Official for Records Management (SAORM). Upon completion of each assessment, agencies are required to make that PIA publicly available. Select QUIZ to continue. Ensuring that HHS employees and contractors complete the annual records management training. Ensuring all HHS employees, including senior officials and contractors are aware of their programmatic and individual records management responsibilities. Official websites use .gov Who works with RCs to properly identify vital records and establish a restoration and disaster recovery plan for paper and electronic records? Food and Drug Administration, HHS. 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). 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? Courses 198 View detail Preview site 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. You have probably accumulated some personal papers at your workstation. All Federal records have a life cycle.

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