Collect, organize, and categorize records to facilitate their preservation, retrieval, use, and disposition. Which system provides real-time access and management of the USAF Records Disposition Schedule (RDS)? These instructions should include scheduling system documentation, metadata, and related records. This Policy also applies to HHS employees, contractor personnel, grant recipients, interns, and other non-government persons supporting HHS. Requesting funds for records storage costs. Most employees at the Library only create or receive temporary email records. Ensuring the technical security of the OpDiv electronic data records according to HHS and OpDiv standards. They are baseline ERM program requirements derived from existing NARA regulations, policy, and guidance. hhs annual records management training quizletchaska community center day pass. Destroy those convenience copies and other non-record materials youve been keeping that you no longer need. Classified, contain controlled unclassified, or require sensitive handling. (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. All other email accounts contain only temporary email records, which will eventually be destroyed. Annual Reports; Agency Reports. Distinguish between temporary and permanent records. Create your account to access this entire worksheet, A Premium account gives you access to all lesson, practice exams, quizzes & worksheets, IAAP CAP Exam Study Guide - Certified Administrative Professional. Privacy Impact Assessments | HHS.gov Unlike temporary records, permanent records are never destroyed. Managing prompt disposal of temporary records stored in Federal Record Centers and the timely transfer of permanent records to NARA. 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. HHS Policy for Mobile Devices and Removable Media (2019). The requirements are then either mandatory (Must Have) or preferred (Should Have). 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. The most common forms are paper or electronic documents, including email. HIPAA Training and Resources | HHS.gov Quiz Introduction Department of Health and Human Services (HHS) Annual Records Management Training Main Content Quiz Introduction Your are almost done! An ERMS: 6.1.2. 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. What type of record is needed to continue day-to-day operations without interruption or mission degradation after a disaster or emergency? (NARA Bulletin 2010-05: Guidance on Managing Records in Cloud Computing Environments (2010)). Records Management Training Program | National Archives HHS records must be listed and described in an approved records schedule, and must be disposed of only as authorized by that schedule. Command Records Manager (CRM) and Agency Records Managers (ARM). Electronic Recordkeeping System (ERKS), 6.2.1.1. Your duplicate copy of any document that someone else created is not a government record as long as it does not require you to take any direct action or make a decision that impacts the Library. 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. Ensuring a departing employee complies with policies and procedures regarding preservation, transfer, and deleting of records. 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. 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. Per 36 CFR ___ all automated information systems are required to implement an approved records disposition schedule into them. The Act calls for agencies to establish a records management program consisting of policies, procedures, and activities to manage recorded information. Ensuring a departing contractors record materials, including email records, have been reviewed prior to the contractors departure. 200 Independence Avenue, S.W. Bottom line do not use your personal email account for Library business. Who serves as the Office of Primary Responsibility for the management and oversight of the Search Request and Litigation Hold process? Cloud services refer to federal records that reside in a cloud environment hosted by a third party service provider. Include instructions on conducting a records analysis, developing and submitting records retention schedules to NARA for unscheduled records in a cloud environment. 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). 6.9.1. 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. Purge non-record materials, personal papers and extra copies. Within AFRIMS, how are permissions assigned? 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. Which records uphold the legal rights and interests of individual citizens and their government and include research, social security, retirement, payroll, and insurance records? Training Materials Catalog Ensure that the chain of custody document has been completed and signed before the employee departs the agency. During a legal case, the Library may be required to search for all relevant documents in its possession. The files are compiled as SCORM 1.2. Give an example of a moving object that has a velocity vector and an acceleration vector in the same direction and an example of one that has velocity and acceleration vectors in opposite directions.