Ensuring a departing contractors record materials, including email records, have been reviewed prior to the contractors departure. Many documents contain information on how the Library conducts business; but not every copy needs to be kept as an official record. Dont delete them. They capture evidence of the agencys organization, functions, policies, decisions, procedures, operations, or other business activities. 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. Practice good records management; destroy extra copies and other non-record materials as soon as you are finished using them. If transferring or leaving the Department, consult with supervisor and office records staff and follow records management procedures. Records Management Record Types - National Institutes of Health Take good care of them while they are in your custody and obey the law by disposing of them properly. No additional procedural steps are required to implement this policy. Provides for compliance and disposition i.e., meets regulations and complies with agency records schedules. If they do not contain P.I.I., destroy them by recycling them. Air Force Times - Not a Record. All employees and contractors working at a Federal agency are required by law to create and keep records that document the agencys business. Quiz, Psychological Research & Experimental Design, All Teacher Certification Test Prep Courses, Computer & Peripheral Device Troubleshooting, Formatting Worksheets & Workbooks in Excel, Format & Modify Text with Functions in Excel, Create and Manage Presentations in PowerPoint, Group Communication Skills in the Workplace, Effective Messaging for Workplace Communication, Employee Training & Professional Development, Financial Statement Analysis in Accounting, Understanding Diversity while Communicating, IAAP CAP Exam Study Guide - Certified Administrative Professional Flashcards, Working Scholars Bringing Tuition-Free College to the Community, Name the contingency plan that recovers lost or destroyed records, Know what you would consider a decade-old record from a dentist's office, Understand what a business should do to protect its records, Learn what the Health Insurance Portability and Accountability Act (HIPPA) enforces. And it is the law because proper record keeping is essential to a responsive and responsible government. During this phase, the record that someone created or received is filed in the office and used for work. This U.S. Department of Health and Human Services (HHS) Policy for Implementing Electronic Mail (Email) Records Management, herein referred to as Policy, updates and supersedes the previous version (dated December 29, 2016), as well as the Senior Agency Official for Records Management's (SAORM's), "Notification of Email . Appointing the HHS Records Management Officer to guide and coordinate the HHS Records Management Program. OpDivs and StaffDivs will conduct a formal evaluation on two of their records management programs annually. Ensuring OpDiv ROs incorporate records management principles and policies in all phases of the EPLC process. Providing leadership and guidance to ensure uniformity in records management activities throughout the Department. 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. Dont worry, you wont have to give up any records you still need for your work. 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. 641 and 2071)11. Well determine if they are Federal records and whether you must keep them. A space traveler whose mass is 115 kg leaves earth. 3501 3549 (2011), The Privacy Act of 1974, 5 U.S.C. Introduction - HHS.gov Explain. Agencys responsibility working with contractors, An OpDiv and StaffDiv maintains responsibility for managing its records whether they reside in a contracted environment or under agency physical custody (see 36 CFR Part 1222.32 (b)).4 CMSAF Post on Twitter - Record. Your interim drafts are not records. Think of them as very temporary records. Completing requirements for a NARA certificate of Federal Records Management Training. The Act requires all federal agencies to create and preserve records that document the agencys organization, function, policies, decisions, procedures, and transactions. Resolve portability and accessibility issues through good records management policies and other data governance practices. Launch Training. Disposition represents the period of time when a record is no longer considered active, because it is no longer needed for current business. The unauthorized removal, concealment, falsification, mutilation, and/or disposition of official records is prohibited by law and is subject to penalty. They document the Librarys service to the public and to Congress. During this phase, the inactive record should still be kept, but it should be stored separately from active records that are still being used. Do NOT dispose of it. Transitory records appear very often in our email, as well see in a moment. Just keep them in your email account, and the system will take care of the rest. 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. If you are responsible for records related to the Librarys collections, do not put any records into the collections themselves. Ensuring a departing contractor complies with policies and procedures regarding preservation, transfer, and deleting of records. But if you wish to take copies of Library records (which are non-record materials), you must get special permission from the Library. It saves money by efficiently storing and disposing of documents that are no longer needed for business. Records can exist in any form that captures information. 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. 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. This Policy also applies to HHS employees, contractor personnel, grant recipients, interns, and other non-government persons supporting HHS. 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. All organizations collecting or maintaining information or using or operating information systems on behalf of the Department are also subject to the stipulations of this Policy. 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. Share sensitive information only on official, secure websites. (NARA Bulletin 2015-02: Guidance on Managing Electronic Messages (2015)), Agency records are the property of the federal government, not the property of individual employees, and must not be removed from the Department without proper authority. 1236. But records can also exist in other forms, such as audio and video recordings, websites and social media, electronic systems, or microfilm. Every year, each Library office will be asked by the Records Management office to participate in a dedicated records review and cleanup activity. 3301).18. Always keep them separate from records.. Notify the Records Management office immediately if you are concerned that this is about to happen or has already happened. Purpose The purpose of this Policy is to establish the principles, responsibilities, and requirements for managing HHS records. If an agency decides to create or join a private or community cloud, it will still need to meet records management responsibilities. 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. If kept there, such personal papers must be clearly designated as such and maintained separately from Federal records and nonrecords. With help from the Records Management office, your Records Liaison has created a File Plan for your entire office. (OMB/NARA Directive M-19-21, Transition to Electronic Records)12. These instructions should include scheduling system documentation, metadata, and related records. Remember, do not send any non-record materials to storage with your records. New York State Medicaid Update - March 2023 Volume 39 - Number 6 Quiz, Records Life Cycle: Definition & Stages After that, they will be automatically deleted, in compliance with official regulations from NARA and the Library. You may delete or overwrite them with each update. Working with the OpDiv ROs to transfer permanent systems to the National Archives in accordance with approved records schedules and NARA requirements. For example, suppose you attend a meeting where you receive a copy of the information or agenda to be discussed. Keeping too much material costs the Library money and reduces efficiency and productivity. Who must implement the AF Records Management Program for their organizations IAW AFI 33-322? Unlike temporary records, permanent records are never destroyed. 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). New incumbents must obtain the certificate within one year of assuming the position of Departmental ARO. 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. HHS Human Capital > Mandatory Employee Training Ensuring that HHS employees and contractors complete the annual records management training. Once you no longer need to keep a record because you are finished working with it, tell your Records Liaison. Ensuring a departing employee complies with policies and procedures regarding preservation, transfer, and deleting of records. It is documenting your direct role in the the business of the Library. annual osd records and information management training quizlet. Collect, organize, and categorize records to facilitate their preservation, retrieval, use, and disposition. PDF By Order of The Air Force Instruction 33-322 Secretary of The Air - Af The Act calls for agencies to establish a records management program consisting of policies, procedures, and activities to manage recorded information. After you pass the quiz, proceed to the course conclusion. ACTION: Notice. Bottom line do not use your personal email account for Library business. Because most of our office work is done on computers, most of the records we create exist in electronic form. Notifying the Archivist of the United States of any actual, impending, or threatened unlawful removal, defacing, alteration, corruption, deletion, erasure, or other destruction of records in the custody of the agency. You will be able to take your personal papers with you, and you may do so without permission. If an existing authority does not cover the content, a new schedule must be developed. If you are a system owner and you have questions about managing the records in your system, contact the Records Management office for help. Classified, contain controlled unclassified, or require sensitive handling. Include instructions on how all records will be captured, managed, retained, made available to authorized users, and retention periods applied. 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.

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