Annual. 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. 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.. 3301).18. Remember, always keep government records separate from personal papers! What is the retention period for records transferred to NARA? (18 U.S.C. Your Records Liaison will maintain custody of the File Plan, but you should keep track of which records you have so that you can help your Liaison keep the File Plan up to date. Who is responsible for identifying the function's vital records and approving the vital record inventory? The second phase of the records life cycle is Maintenance and Use. Health Information provides a beginners overview of what the HIPAA Rules require, and the page has links to security training games, . Records that are being used for current work are called active records. You will create or receive many different records during your Library career. Extra copies of documents are non-record materials, and you can keep them as long as you need them for work, but no longer than that. You will be reminded to organize your own records and destroy all the non-record materials you no longer need. Keep your office clear of the records you no longer need for regular work, and keep in touch with your Records Liaison to make sure you are following the proper rules for disposing of records that you no longer need. The ions are shown in red carry a 1+1+1+ charge, and those shown in blue carry a 1- charge. Please note that this appendix is subject to change at any time. This will protect the information from being seen by unauthorized people. The content and navigation are the same, but the refreshed design is more accessible and mobile-friendly. If we dont dispose of records on schedule, the Library can waste time looking through records that should have already been destroyed. If you are using a screen reader application, continue with this course. Once you no longer need to keep a record because you are finished working with it, tell your Records Liaison. Ensures authenticity, integrity, and reliability i.e., contains unchanged, redundant information (prevents unauthorized alternation, modification, concealment, or deletion). If you are a system owner and you have questions about managing the records in your system, contact the Records Management office for help. Explain. Welcome to the updated visual design of HHS.gov that implements the U.S. 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. (36 CFR 1222.34)7, 6.2.1. 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. 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. Choose an answer and hit 'next'. Personal papers may also include materials you brought with you to the Library, such as documents you created at a previous job. Library collections. All employees and contractors working at a Federal agency are required by law to create and keep records that document the agencys business. Recordkeeping within a particular program. What type of record is needed to continue day-to-day operations without interruption or mission degradation after a disaster or emergency? Huntersville-Bryton, NC - S. Old Statesville Rd 11124 S. Old Statesville Road Huntersville, NC 28078 . Providing records management expertise and participating in the review and development of proposed electronic records management systems. Just keep them in your email account, and the system will take care of the rest. 2. It enables the Library to respond quickly and thoroughly to Congressional requests, legal investigations, audits, and other requests for Library records. Keep your work area and computer clean of accumulating non-record materials. Any documented materials related to work that do not fit the definition of a record are considered non-record materials. Has direct responsibility for ensuring that the department or agency efficiently and appropriately complies with all applicable records management statutes, regulations, NARA Policy, and Presidential Directives. 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). This Policy does not address the supplemental preservation requirements for records associated with litigation, investigations, and audit matters. Ensuring office records are accurately listed and detailed in the office file plan. Files containing paper records may be stored in a central location, or at someones individual workstation. Within AFRIMS, how are permissions assigned? Separate them from other documents and keep them in a safe place. Electronic Records Management System (ERMS). Remember that the records you create or receive at your Library job belong to the Federal government. Each OpDiv and StaffDiv is responsible for establishing, in consultation with continuity of operations (COOP) points of contact, an Essential Records program to select and safeguard records that would be required to ensure continuity of essential functions during and following a national disaster. 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. Selecting the Launch Training button will redirect you to JKO. They do not document how the Library conducts business. 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. HHS Policy for Mobile Devices and Removable Media (2019). Who provides guidance to tenants and BRMs on local support agreements for program assistance, training, electronic records storage, staff visits, staging or records shipping? Ensuring OpDiv ROs incorporate records management principles and policies in all phases of the EPLC process. But if you wish to take copies of Library records (which are non-record materials), you must get special permission from the Library. Working with the OpDiv ROs to transfer permanent systems to the National Archives in accordance with approved records schedules and NARA requirements. The Act calls for agencies to establish a records management program consisting of policies, procedures, and activities to manage recorded information. It makes needed information available and easy to find so that Library programs can function smoothly. Disposition specifies how long a particular type of record must be kept in the office where it is being used, if and for how long it should be stored off-site, and, most importantly, when it must be destroyed or transferred to NARA for permanent safekeeping. Ensuring federal employees, contractors, interns, and fellows complete initial and annual records management training. ), are collected, organized, and categorized to facilitate their preservation, retrieval, use, and disposition. At minimum, a records management clause ensures that the Federal agency and the contractor are aware of their statutory records management responsibilities. During this phase, the record that someone created or received is filed in the office and used for work. Cooperating with the Records Manager/Records Liaison and the OpDiv Records Management Officer in periodic evaluations of office records. Lets look at some common examples. 3. This Policy must be reviewed, at a minimum, every three (3) years from the approval date. At which level is the Air Force Information Collections and Reports Management Program managed? Ensuring proper disposition of office records. Describe why Records Management is important to the Library. You will still be able to access any archived email whenever you need to, until the end of its retention period, but you will find it in the archive rather than in your regular mailbox. 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. Whenever you have questions about managing your records, ask your Records Liaison for assistance. What are the square footage requirements of a staging area? However, if the copy provided you with information that you must act upon, your copy is a record. Official records must be kept where other people can retrieve them easily, not mixed in with your personal files or belongings. Who serves as technical advisor to the Air Force and reviews all requests for internal and public information collections? SUMMARY: This final rule includes payment parameters and provisions related to the HHS-operated risk adjustment and risk adjustment data validation programs, as well as 2024 user fee rates for issuers offering qualified health plans . Stock publications. Standard Form 135, Records Transmittal and Receipt. During a legal case, the Library may be required to search for all relevant documents in its possession. Serving as the primary contacts responsible for overseeing the OpDivs records management program and ensure the OpDiv has up-to-date records management guidelines. This course covers the following information. 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. You will probably receive many non-record convenience copies in your Library career, and it is important that you know how to treat them differently from records. 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. An official website of the United States government. They document official Library business. The Presidential and Federal Records Act Amendments of 2014 modernize records management by requiring the transfer of records from federal agencies to the National Archives and Records Administration (NARA) in digital or electronic form to the greatest extent possible. The File Plan is also a very useful tool for organizing the work of your office, especially when staff transitions take place. The agencies may describe these responsibilities in agreements among the participating offices or agencies. 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. 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. some examples of permanent information are day books of senior leaders. The Library is legally responsible for any records or copies of records that are discovered here, no matter how old they are. Records management objectives usually fall into one of three categories: Service (effective and efficient), Profit (or cost-avoidance), and. But did you know that the National Archives also performs another important function which affects us here at the Library every day? An ERKS may be either a distinct system designed specifically to provide recordkeeping functionality, or it may be a module within, or a part of, another system (such as an application system or an electronic document management system). 552a (2016), Producing Documents, Electronically Stored Information, and Tangible Things, or Entering onto Land, for Inspection and Other Purposes, Federal Rules of Civil Procedures, Rule 34 (2014), Delivering Government Solutions in the 21, National Archives and Records Administration (NARA) Bulletin 2010-05: Guidance on Managing Records in Cloud Computing Environments (2010), NARA Bulletin 2014-02: Guidance on Managing Social Media Records (2014), NARA Bulletin 2015-02: Guidance on Managing Electronic Messages (2015), NARA Criteria for Successfully Managing Permanent Electronic Records, (2018), NARA Guidance on Records Management Language for Contracts (2019), OMB Circular A-130, Management Information as a Strategic Resource (2016), OMB/NARA Directive M-12-18, Managing Government Records Directive (2012), OMB M-14-16, Guidance on Managing Email (2014), OMB/NARA Directive M-19-21, Transition to Electronic Records (2019), Public Law 113-187: Presidential and Federal Records Act Amendments of 2014, (128 Stat. You will be able to take your personal papers with you, and you may do so without permission. The OSD Records and Information Management guidance can also be called? AF Achievement Medal w/Order Number - Record. The files are compiled as SCORM 1.2. And did you know that you should never use your personal email account for Library business? Delete or destroy transitory records as soon as you no longer need them for information. Include instructions on how data will be migrated to new formats, operating systems, etc., so that records are readable throughout their entire life cycles. Classified, contain controlled unclassified, or require sensitive handling. 10/01/2023. Every year, each Library office will be asked by the Records Management office to participate in a dedicated records review and cleanup activity. 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. What is defined as a storage area that receives and maintains inactive records in less costly space and equipment than Air Force uses in current files areas? 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. Welcome to the Records Management Awareness training course. Just like with paper files, your electronic files should be logically organized, clearly named, and dated. NOTE: This course is hosted on Joint Knowledge Online (JKO). Remember that not all records are temporary. Electronic Record It is documenting your direct role in the the business of the Library. 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. NARA works with every agency, including the Library of Congress, to identify which documents are official government records, how long and where they must be kept, and when they must be destroyed, according to Federal law. Chain of custody refers to the chronological documentation or paper trail, showing custody, control, transfer, and disposition of federal records for departing or transferring employees. Identifying and periodically update recordkeeping requirements for program and administrative records. Library and museum material made or acquired and preserved solely for reference or exhibition purposes or duplicate copies of records preserved only for convenience are not included (44 U.S.C. Practice good records management; destroy extra copies and other non-record materials as soon as you are finished using them. It is a convenience copy that merely keeps you informed. You must have a JKO account to take this training. 2901(2)).3, 6.1.1. 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. Ensuring OpDiv ROs are adequately trained and remain current on email policies and procedures. Coordinating modifications to the office file plans and agency records schedules. Now its time to test your knowledge with a brief quiz. 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. Quiz Introduction Department of Health and Human Services (HHS) Annual Records Management Training Main Content Quiz Introduction Your are almost done! You'll find questions that challenge your understanding of file record maintenance, contingency. Keep all records separate from convenience copies and personal papers. Training Materials Catalog Formal evaluations are intended to provide agencies with information they may use to measure compliance and target resources within areas requiring improvement. Electronic records are records stored in a form that only a computer can process. Web Design System. Maintaining electronic information systems in accordance with approved records schedules and NARA requirements. This includes, but is not limited to, magnetic media, such as tapes and disks, and optical disks. (OMB/NARA Directive M-19-21, Transition to Electronic Records)12. Take good care of them while they are in your custody and obey the law by disposing of them properly. 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. Reviewing and making recommendations on requests for funding and acquisition of electronic recordkeeping systems in accordance with information technology capital planning, and investment control procedures. Most employees at the Library only create or receive temporary email records. Who is responsible for working with Knowledge Managers, to assist organizational personnel with conducting searches of and properly preserving information, including ESI? Permanent records are typically produced by senior officials or other individuals responsible for documenting the Librarys core decisions and significant strategic actions. Violations by Title 32 Air National Guard military personnel The HHS Records Management Officer collaborates with HHS OpDivs and NARA to execute the HHS Records Management Program in accordance with this instruction. No. Appointing the HHS Records Management Officer to guide and coordinate the HHS Records Management Program. It preserves the Librarys institutional knowledge and history. The most common forms are paper or electronic documents, including email. Disposition represents the period of time when a record is no longer considered active, because it is no longer needed for current business. Ensuring a departing contractor complies with policies and procedures regarding preservation, transfer, and deleting of records. If you handle any permanent records, work with your Records Liaison to follow the File Plan and keep those records in the proper place for the proper amount of time. Note that the Records Management office is located within OCIO. Active records must remain available until they are no longer needed on a regular basis. Your Liaison will make sure that the record is properly retired and separated from active records, according to the File Plan. Your office should have a logical filing system that includes file folders for paper recordsand folders on a shared network drive for electronic documents. Your interim drafts are not records. Does it contain evidence of the Librarys work, such as past or future actions or decisions? Agencies should plan for this contingency. Records management programs must manage organizational information so that it is timely, accurate, complete, cost-effective, accessible and useable. After completing this course, you should be able to: The fundamental reason we practice records management is because it is the law.