Note that the Records Management office is located within OCIO. You also create and receive some documents that are part of your daily workflow, but they dont capture important information about the Librarys work. NARA also determines which records should never be destroyed because they are historically important to the United States. Quiz, Records Life Cycle: Definition & Stages 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 Suppose you create a work document on your computer and you continue to update it yourself. Records management training . It is best to keep your personal information separate from your work information. Many documents contain information on how the Library conducts business; but not every copy needs to be kept as an official record. Select next to continue 1. Be sure to read about your responsibilities in handling P.I.I., which are described in the Librarys governing documents. If they do not contain P.I.I., destroy them by recycling them. Enrolling in a course lets you earn progress by passing quizzes and exams. Every year, each Library office will be asked by the Records Management office to participate in a dedicated records review and cleanup activity. 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). The National Archives and Records Administration, or NARA, oversees how all Federal agencies manage their records, from creation through disposal. Electronic Records Management System (ERMS). Launch Training. Select QUIZ to continue. Violations by Title 32 Air National Guard military personnel Your Liaison will make sure that the record is properly retired and separated from active records, according to the File Plan. Selecting the Launch Training button will redirect you to JKO. Most employees at the Library only create or receive temporary email records. You should now be able to recognize what kinds of materials are and are not records. Remember, records are government property. Welcome to the updated visual design of HHS.gov that implements the U.S. All rights reserved. It helps the Library continue to operate in the event of a disaster. What is defined as the records an office uses frequently in current business or until a cutoff period is met? Purpose The purpose of this Policy is to establish the principles, responsibilities, and requirements for managing HHS records. 20 Questions and Answers on the Fundamentals of Records Management Receive the latest updates from the Secretary, Blogs, and News Releases. But records can also exist in other forms, such as audio and video recordings, websites and social media, electronic systems, or microfilm. Air Force Records Information Management System (AFRIMS). The Records Management office is required to notify NARA of all such unauthorized actions. You'll find questions that challenge your understanding of file record maintenance, contingency plans, types of records, and more. It makes needed information available and easy to find so that Library programs can function smoothly. Attention: This is an accessible version of the Records Management Basic Awareness course intended only for Library of Congress staff using screen-reader assistive technology. false. The multiple choice questions in this quiz will ask you about the basics of records management. 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. The HHS CIO has the authority to grant a one (1) year extension of this Policy. Your office should have a logical filing system that includes file folders for paper recordsand folders on a shared network drive for electronic documents. We will look at that distinction shortly. The electronic records that are created in Library systems such as the ILS, Momentum, and eCo must not be deleted or overwritten arbitrarily. true. If you receive an instruction from the Office of the General Counsel directing you to save certain records, it is called a Litigation Hold. You must save those records and the related documents until the litigation hold is canceled by OGC. 2003, Date: 11/26/2014), Universal Electronic Records Management Requirements (2017), HHS Agency Records Control Schedules (2019), General Record Schedule 6.1: Email Managed under a Capstone Approach (2017), HHS Policy for Rules of Behavior for Use of Information and IT Resources (2019), https://www.archives.gov/records-mgmt/policy/records-mgmt-language, https://www.archives.gov/about/laws/disposal-of-records.html, https://www.archives.gov/about/laws/records-management.html, https://www.archives.gov/about/regulations/regulations.html, https://www.archives.gov/about/laws/fed-agencies.html, https://www.law.cornell.edu/uscode/text/18/641, https://www.law.cornell.edu/uscode/text/18/2071, https://www.archives.gov/files/records-mgmt/policy/m-19-21-transition-to-federal-records.pdf, Disposition Dispose or destroy (temporary records) or transfer to NARA (permanent records). When notified that a contractor is transferring or leaving the Department, consult with departing contractors to follow litigation records management procedures. HIPAA Training and Resources | HHS.gov Serving as the Departments representative with NARA, other federal agencies, and external organizations on matters pertaining to records management. Headquarters Air Force (HAF), MAJCOM, Field Operating Agencies (FOA), Direct Reporting Units (DRU). ACTION: Final rule. Disposition = Final action taken regarding records The Federal Records Act (FRA) requires every agency to Delegate a records officer Conduct records training Establish a Records Management Program Schedule records You are a COTR and a contract assigned to you has closed. The OSD Records and Information Management guidance can also be called? No additional procedural steps are required to implement this policy. Delete or destroy transitory records as soon as you no longer need them for information. Federal Register :: Patient Protection and Affordable Care Act, HHS The most important records the Library creates are permanent and must eventually be transferred to NARA rather than destroyed. DO delete transitory records, non-record materials, and personal emails regularly, as soon as you no longer need them for information. The effective date of this Policy is the date on which the policy is approved. The contractor must also ensure subcontractor compliance with this training requirement. Records are media neutral. Whether something is a record is determined by the information it contains and how it is used. Ensuring that recordkeeping requirements are established, implemented, and periodically updated for all offices. NOTE: This course is hosted on Joint Knowledge Online (JKO). Providing guidance and operational support for the implementation of litigation holds and other types of legally required holds on records and other documentary materials. Because most of our office work is done on computers, most of the records we create exist in electronic form. Next, click the Show . Records Management at HHS - HHS.gov These items are called transitory records because they are only of short-term interest. 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. NARA has also determined that a small percentage of records produced by Federal agencies have historic value and must be preserved forever in the National Archives. This Policy also applies to HHS employees, contractor personnel, grant recipients, interns, and other non-government persons supporting HHS. The File Plan is also a very useful tool for organizing the work of your office, especially when staff transitions take place. If an existing authority does not cover the content, a new schedule must be developed. The final version of your document is the official record copy, and you must keep it on your network shared drive.