hhs annual records management training quizlet

Keeping too much material costs the Library money and reduces efficiency and productivity. Which program provides guidelines and procedures for licensing internal information collections and reports, requesting information from the public, and reporting projected public information collections to Congress? Take good care of them while they are in your custody and obey the law by disposing of them properly. Ensure that departing employees federal records have been identified and properly disposed of in accordance with approved records disposition schedules before the employees departure. 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. Once an email message is 180 days old, it is automatically transferred from Outlook to the email archiving system, which you can access through Outlook. This will protect the information from being seen by unauthorized people. Provides for compliance and disposition i.e., meets regulations and complies with agency records schedules. Records can be numeric, graphic, and text information; media can include, but are not limited to, magnetic media, such as tapes and disks, and optical disks. That means your job is easy when it comes to what you should do with your emails that are records. Include instructions on how data will be migrated to new formats, operating systems, etc., so that records are readable throughout their entire life cycles. Receive the latest updates from the Secretary, Blogs, and News Releases. For example, suppose you attend a meeting where you receive a copy of the information or agenda to be discussed. This course covers the following information. These employees are identified by their positions, and their email accounts are designated as special accounts, called Capstone accounts. Turn your interview guide over to your HR Staffing Specialist at the end of the interview process, so that it can be preserved as a government record. Ensuring proper disposition of office records. Please note that the accidental removal, defacing, alteration or destruction of Federal records is prohibited and can be punishable by law. If you are using a screen reader application, continue with this course. Electronic Recordkeeping System (ERKS), 6.2.1.1. 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. 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. Coordinating records management issues with other federal and regulatory agencies, including NARA, OMB, GSA, GAO, and OPM. 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. Remember, removal or destruction of records without proper authorization is illegal and punishable by law. Quiz, Records Management Process in Organizations, Records Management Process in Organizations Destroy those convenience copies and other non-record materials youve been keeping that you no longer need. What is the retention period of records retained in a staging area? Electronic Record Ensuring the technical security of the OpDiv electronic data records according to HHS and OpDiv standards. The format or medium doesnt matter. The contractor must also ensure subcontractor compliance with this training requirement. Save all records for the appropriate amount of time, according to the official instructions authorized by the Government. When notified that a contractor is transferring or leaving the Department, consult with departing contractors to follow litigation records management procedures. LMS/SCORM - Download the LMS/SCORM file for use in your agency's learning management system. As a taxpaying citizen, you are helping to pay that cost! DO delete transitory records, non-record materials, and personal emails regularly, as soon as you no longer need them for information. Welcome to the updated visual design of HHS.gov that implements the U.S. Select QUIZ to continue. It preserves the Librarys institutional knowledge and history. The Federal Records Act of 1950 (The Act) defines a record as: All recorded information, regardless of form or characteristics, made or received by a federal agency under federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them, excluding library and museum material made or acquired and preserved solely for reference or exhibition purposes; or duplicate copies of records preserved only for convenience. (OMB/NARA Directive M-19-21, Transition to Electronic Records)12. 97154. Recommend designation of Records Managers (RMs) to support the OpDiv ROs in the implementation of recordkeeping requirements for major programmatic and administrative records. 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. Introduction Welcome to the Department of Health and Human Services (HHS) Annual Records Management Training. Records are media neutral. Whether something is a record is determined by the information it contains and how it is used. 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. Dont forget, it is against the law to delete records without authorization! Agencies should plan for this contingency. Health Information provides a beginners overview of what the HIPAA Rules require, and the page has links to security training games, . Which search requests are processed external to AFRIMS? 2023 Supervisors and Managers: What You Need to Know about Whistleblower Protection, Prohibited Personnel Practices, and Retaliation, 2023 Uniformed Services Employment and Reemployment Rights Act, 2023 HHS Cybersecurity Awareness Training, 2023 Introductory Role-Based Training for Executives and Managers, 2023 Introductory Role-Based Training for IT Admin- Level 1, 2023 EEO Awareness and No FEAR Act Training, Federal employees, contractors & other users that support the operations and assets of the agency, Annual/ can be used to satisfy the annual Role Based Training Requirement, Federal employees, contractors & other users who are assigned to activate, support and sustain continuity operations, 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. 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. 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), and National Institute of Standards and Technology (NIST) (Draft) Who serves as technical advisor to the Air Force and reviews all requests for internal and public information collections? Ensuring federal employees, contractors, interns, and fellows complete initial and annual records management training. The cycle has three phases: Lets examine your responsibilities in each phase. Official records must be kept where other people can retrieve them easily, not mixed in with your personal files or belongings. This Policy applies to all HHS components, as well as organizations conducting business for or on behalf of HHS through contractual, grant-making, or other relationships. You are not responsible for filing and preserving or disposing of the official record copy of that document. Upon completion of each assessment, agencies are required to make that PIA publicly available. The electronic records that are created in Library systems such as the ILS, Momentum, and eCo must not be deleted or overwritten arbitrarily. 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? Delegates oversight responsibility for the Department-wide records management program to the Chief Information Officer (CIO). Provides document content, context, and structure. accurate and actionable information enhances decision making, thereby enabling timely support of the warfighter. 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. conducts health studies, assemblies, and education training to pretend exposure to hazardous substances in waste sites CDC: centers for disease control and prevention monitors and prevents outbreaks of diseases including maintaining stats and providing immunizations CMS: centers for medicare and medicaid services Document the agency's organization, structure, and achievements. 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. What are the square footage requirements of a staging area? 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. What type of record is needed to continue day-to-day operations without interruption or mission degradation after a disaster or emergency? Even though the LRS may say its time to dispose of the records, while a litigation hold is in place you must suspend compliance with the LRS and keep all documents that are part of the hold. how information is managed is dependent on all of the following, EXCEPT: the volume of information. 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. Records may only be protected and classified at ______ level (s). Thats right. Do not dispose of them until you receive instructions from OGC that the litigation hold has been lifted. Temporary records are records approved by NARA for disposal after a specified retention period. Ensuring the OpDiv ROs and RMs have adequate skills, training, resources, time, and appropriate authority to execute duties assigned. The File Plan crosswalks the files in your office to the LRS, and its a very important records management tool. The Librarys version of these instructions is called the Library of Congress Records Schedule, or LRS. Identifying and periodically update recordkeeping requirements for program and administrative records. 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. Instructions on how to download the files. Just like with paper files, your electronic files should be logically organized, clearly named, and dated. copyright 2003-2023 Study.com. Secure .gov websites use HTTPS 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. 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. Every record in your office must be kept for a certain period of time, according to the disposition instructions listed in the LRS. Which program minimized the Federal paperwork burden on the public, small businesses, and state and local governments? In other words, the record is retired for a period of time. In this course, you will learn how to take proper care of the records you create and use here at the Library. 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. If you are using a screen reader application, continue with this course. Always keep them separate from records.. You will be reminded to organize your own records and destroy all the non-record materials you no longer need. Providing copies of responsive federal records to the appropriate Freedom of Information Act Official when requested by the public. Training Materials Catalog Quiz, Maintaining Record Confidentiality No additional guidance is required to implement this policy. Commanders 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. The locations of all records should be listed in the File Plan. 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). 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.

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