HHS policy states that operating divisions (OPDIVs) are responsible for completing and maintaining PIAs on all systems (developmental and operational). Personal papers may also include materials you brought with you to the Library, such as documents you created at a previous job. Please note that the accidental removal, defacing, alteration or destruction of Federal records is prohibited and can be punishable by law. 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. These designations help vendors determine what functions their tools must perform, as opposed to those that are ideal. The same rules youve learned about all along apply to the email messages you create or receive too. Share sensitive information only on official, secure websites. Ensuring a departing employee complies with policies and procedures regarding preservation, transfer, and deleting of records. Upon completion of each assessment, agencies are required to make that PIA publicly available. You may use the menu to go to a different section at any time, except during the course test. Huntersville-Bryton, NC - S. Old Statesville Rd 11124 S. Old Statesville Road Huntersville, NC 28078 . Scheduled destruction is important because it controls costs and minimizes risks and inefficiencies in government operations. 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. The contractor must also ensure subcontractor compliance with this training requirement. 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. So, if we are supposed to keep records, we need to know what they are and what they arent. All employees and contractors working at a Federal agency are required by law to create and keep records that document the agencys business. Start Preamble Start Printed Page 25740 AGENCY: Centers for Medicare & Medicaid Services (CMS), Department of Health and Human Services (HHS). Select QUIZ to continue. Thats right. You should now be able to recognize what kinds of materials are and are not records. The Act calls for agencies to establish a records management program consisting of policies, procedures, and activities to manage recorded information. You will find helpful resources on their website. hhs annual records management training quizletchaska community center day pass. However, such policies by themselves will not address an agency's compliance with the Federal Records Act and NARA regulations. 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. This Policy also applies to HHS employees, contractor personnel, grant recipients, interns, and other non-government persons supporting HHS. 3301 3324 (2011), Definition of Records, 44 U.S.C. Chapter 31)10. Help your Records Liaison by paying attention to the File Plan and knowing if you have any records in your possession when its time to retire them. 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. Include instructions to periodically test transfers of federal records to other environments, including agency servers, to ensure the records remain portable. Your Records Liaison will work with you to fill out the request form, and your supervisor must approve the request, which must then be approved by the Librarys Records Officer. OpDivs and StaffDivs should develop new records schedules if social media and instant messaging users enhance the content by adding comments, metadata or other information that becomes part of the complete record. Include instructions on how all records will be captured, managed, retained, made available to authorized users, and retention periods applied. Please note that this appendix is subject to change at any time. 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. The National Archives and Records Administration, or NARA, oversees how all Federal agencies manage their records, from creation through disposal. Personal papers are documentary materials belonging to an . Delegates oversight responsibility for the Department-wide records management program to the Chief Information Officer (CIO). 1. Those records are eventually transferred to the National Archives, where they are preserved forever. Catalogs, newsletters, listserv emails, or other unsolicited materials you receive from external organizations for the purpose of sharing information or marketing their offerings are not records. The agencies may describe these responsibilities in agreements among the participating offices or agencies. 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. Use of contractor's site and services may require management of Federal records. Include the agency records management officer and/or staff in the planning, development, deployment, and use of cloud computing solutions. 2901 2910 (2011), Records Management by Federal Agencies, 44 U.S.C. It helps the Library continue to operate in the event of a disaster. Unlike temporary records, permanent records are never destroyed. If you are a system owner and you have questions about managing the records in your system, contact the Records Management office for help. 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 Distinguish between Federal records, non-record materials, and personal papers. The third and final phase of the records life cycle is Disposition. These emails are transitory records, and you can delete them as soon as you are done with them. It is equally important to destroy less valuable records or convenience copies and other non-record materials soon after they are no longer needed. Within AFRIMS, how are permissions assigned? i Information. Do not delete your electronic records. (OMB/NARA Directive M-19-21, Transition to Electronic Records)12. 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. What are his weight and mass. If transferring or leaving the Department, consult with supervisor and office records staff and follow records management procedures. 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. ACTION: Notice. At the end of this phase, the Records Management office will destroy the records or transfer them to the National Archives, following the instructions listed in the LRS.. Designating OpDiv ROs to oversee the records management program. Its important to keep records that document the Librarys actions and decisions for an appropriate amount of time to serve the needs of the government and the public. 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? 12/31/2023. The maximum penalty for the willful and unlawful destruction, damage, or alienation of Federal records is a $2,000 fine, 3 years in prison, or both. 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. The ions are shown in red carry a 1+1+1+ charge, and those shown in blue carry a 1- charge. Violations by Title 32 Air National Guard military personnel 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. Ensuring OpDiv ROs are adequately trained and remain current on email policies and procedures. 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). Lets put all this information together and look at some examples of documents you might encounter at work. 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. Who is responsible for working with Knowledge Managers, to assist organizational personnel with conducting searches of and properly preserving information, including ESI? Click here to take the All-staff version of the course. No extra copies may remain at the Library once the record copy has been destroyed. Think about how much extra work and turmoil it would create if you didnt know where the necessary files were when it was time to train a new employee to take over someones job! You will need to score at least 80% on this short quiz in order to finish the course. Just like with paper files, your electronic files should be logically organized, clearly named, and dated. In special cases, you may need to hold on to certain records past their disposition date due to legal activity involving those records. Your interim drafts are not records. Working with the OpDiv RO to establish and update records schedules for electronic system. At minimum, a records management clause ensures that the Federal agency and the contractor are aware of their statutory records management responsibilities. It enables the Library to respond quickly and thoroughly to Congressional requests, legal investigations, audits, and other requests for Library 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. What are the square footage requirements of a staging area? 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. You must have a JKO account to take this training. Each HHS OpDiv and StaffDiv must standardize file arrangement systems, filing procedures, and filing techniques of records. Practice good records management; destroy extra copies and other non-record materials as soon as you are finished using them. Dont forget, it is against the law to delete records without authorization! 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). Ensuring all HHS employees, including senior officials and contractors are aware of their programmatic and individual records management responsibilities. All employees and contractors are required to take annual records management training. Good records management provides many benefits to us and the people we serve. To archive this Policy, approval must be granted, in writing, by the HHS CIO. Ensuring OpDiv ROs incorporate records management principles and policies in all phases of the EPLC process. A space traveler whose mass is 115 kg leaves earth. Which publication lists the filing procedures? 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. Welcome to the updated visual design of HHS.gov that implements the U.S. HHS OpDivs and StaffDivs must update their records schedules when there are program changes that will result in the establishment of new types of records and the transfer or termination of records, or an increase or decrease in the retention time of the records. 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. If you are responsible for records related to the Librarys collections, do not put any records into the collections themselves. However, information about the collections, such as catalogs and acquisition documents, are records. The Records Management office is required to notify NARA if the unauthorized removal or destruction of any records has occurred at the Library. Note that the Records Management office is located within OCIO. Remember that not all records are temporary. Appointing the HHS Records Management Officer to guide and coordinate the HHS Records Management Program. 641 (2011), Concealment, Removal, or Mutilation Generally, 18 U.S.C. If an existing authority does not cover the content, a new schedule must be developed. 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. accurate and actionable information enhances decision making, thereby enabling timely support of the warfighter. 3501 3549 (2011), The Privacy Act of 1974, 5 U.S.C. 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. What type of record is needed to continue day-to-day operations without interruption or mission degradation after a disaster or emergency? 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. New incumbents must obtain the certificate within one year of assuming the position of Departmental ARO. 641 and 2071)11. It ensures our accountability to Congress and the public. Who serves as technical advisor to the Air Force and reviews all requests for internal and public information collections? Recordkeeping within a particular program. The Records Management office includes a staff of experts in charge of records management for the entire Library. It helps the Library perform its mission efficiently and productively in serving Congress and the public. The HHS CIO has the authority to grant a one (1) year extension of this Policy. 2023 Annual Ethics Training. 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. So how do you know which documents to keep and for how long? 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. Maintaining electronic information systems in accordance with approved records schedules and NARA requirements. Unscheduled records are records whose final disposition has not been approved by NARA. Cooperating with the Records Manager/Records Liaison and the OpDiv Records Management Officer in periodic evaluations of office records. The most important records the Library creates are permanent and must eventually be transferred to NARA rather than destroyed. The cycle has three phases: Lets examine your responsibilities in each phase. Personal papers are documents you keep at work that are not created or used to conduct Library business. 6.9.1. The following template is associated with the Policy: The following is a general clause that an agency can modify to fit the planned type of service and specific agency records management needs. It makes needed information available and easy to find so that Library programs can function smoothly. AF Achievement Medal w/Order Number - Record. 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.
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