Coordinating the development of OpDiv records schedules with the National Archives and Records Administration (NARA). 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 requirements are then either mandatory (Must Have) or preferred (Should Have). That period may range from very short to very long, but temporary records must be destroyed at some point, once they are no longer needed for regular business. 1236. If you originated or contributed significantly to a work-related document, or you are required to take action on it, your copy of the document is a record of government business. If they do not contain P.I.I., destroy them by recycling them. The Records Management office is required to notify NARA if the unauthorized removal or destruction of any records has occurred at the Library. No additional standards are required to implement 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. 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. Ensuring a departing employees record materials, including email records, have been reviewed prior to the employees departure. Although you are not required to document everything you do every day at work, you are responsible for documenting any important actions you take or decisions you make that reflect the work of the Library. 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. Emergency operation records and plans, orders of succession. Practice good records management; destroy extra copies and other non-record materials as soon as you are finished using them. 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. It protects the rights of the Library, its employees, and its customers. Which system provides real-time access and management of the USAF Records Disposition Schedule (RDS)? The agencies may describe these responsibilities in agreements among the participating offices or agencies. Questions, comments, suggestions, and requests for information about this Policy should be directed to HHSRecordsManagement@hhs.gov. 3106 (2011), Disposal of Records, 44 U.S.C. Personal papers may also include materials you brought with you to the Library, such as documents you created at a previous job. AF Achievement Medal w/Order Number - Record. What is assigned after the transfer request is approved? Your office should have a logical filing system that includes file folders for paper recordsand folders on a shared network drive for electronic documents. A system generated e-mail notification is sent. And did you know that all records and extra copies that are kept too long can create problems in litigation? Effective April 1, 2023, the New York State (NYS) Medicaid fee-for-service (FFS) program has added the following Current Procedural Terminology (CPT) codes to the Applied Behavior Analysis (ABA) Fee Schedule: CPT Code. Selfie w/First Sergent - Not a Record. Requesting funds for records storage costs. If an agency decides to create or join a private or community cloud, it will still need to meet records management responsibilities. Classified, contain controlled unclassified, or require sensitive handling. (36 CFR 1224.10(c))6. 2901 2910 (2011), Records Management by Federal Agencies, 44 U.S.C. Receive the latest updates from the Secretary, Blogs, and News Releases. Assisting in investigating the unauthorized removal of records or the actual and potential threats to records (e.g., removal, alteration, or deliberate or accidental destruction). However, if other people make significant changes to your document, the drafts containing those changes are records and you must keep them. 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. 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. Just by doing your work, you are probably creating or receiving government records without even thinking about it. Annual OSD Records and Information Management Training - Quizlet Agencies should plan for this contingency. If you are using a screen reader application, continue with this course. Records management programs must manage organizational information so that it is timely, accurate, complete, cost-effective, accessible and useable. Include the agency records management officer and/or staff in the planning, development, deployment, and use of cloud computing solutions. That means your job is easy when it comes to what you should do with your emails that are records. Your job responsibilities will determine what you must document. 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. i Information. Keep all records separate from convenience copies and personal papers. The goal of the evaluations is to measure the effectiveness of records management programs and practices and to ensure that they comply with NARA regulations. An ERMS: 6.1.2. 2101 2120 (2011), Records Management by the Archivist of the United States and by the Administrator of General Services, 44 U.S.C. A lock (LockA locked padlock) or https:// means youve safely connected to the .gov website. 44 U.S.C. (44 U.S.C. 2901(2)).3, 6.1.1. 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. New incumbents must obtain the certificate within one year of assuming the position of Departmental ARO. Upon completion of each assessment, agencies are required to make that PIA publicly available. Dont worry, email archiving is an efficient way to store older messages, and you will find that it has a very powerful search engine, so you should be able to find your archived emails easily if and when you need them. (44 U.S.C. 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 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. Ensuring contractors complete initial and annual records management training. Identify and separate all employee federal Records from Non-Record Materials and Personal Papers. Managing prompt disposal of temporary records stored in Federal Record Centers and the timely transfer of permanent records to NARA. It protects Library business from inappropriate or unauthorized access. Quiz & Worksheet - Record Management Basics | Study.com 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. 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) - PDF, and National Institute of Standards and Technology (NIST) ), are collected, organized, and categorized to facilitate their preservation, retrieval, use, and disposition. 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. They are baseline ERM program requirements derived from existing NARA regulations, policy, and guidance. Chapter 15 - Records Management Program | Part 5 - The Indian Health But dont ever destroy any records! The use of social media and instant messaging may create federal records that must be captured and managed in compliance with federal records management laws, regulations, and policies. Ensures authenticity, integrity, and reliability i.e., contains unchanged, redundant information (prevents unauthorized alternation, modification, concealment, or deletion). Records are materials created or received by a Federal agency that document the agencys actions or decisions. Courses 198 View detail Preview site Working with the OpDiv RO to establish and update records schedules for electronic system. HHS Policy for Mobile Devices and Removable Media (2019). The multiple choice questions in this quiz will ask you about the basics of records management. Recognize which materials you do and dont need to keep. Permanent records are typically produced by senior officials or other individuals responsible for documenting the Librarys core decisions and significant strategic actions. some examples of permanent information are day books of senior leaders. Coordinating records management issues with other federal and regulatory agencies, including NARA, OMB, GSA, GAO, and OPM. Unless otherwise noted, these requirements apply to all electronic records systems, whether on microcomputers, minicomputers, or mainframe computers, regardless of storage media, in the network or stand-alone configurations. Convenience copies. In special cases, you may need to hold on to certain records past their disposition date due to legal activity involving those records. Overseeing the Department-wide records management program. 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. Record Copy Who must implement the AF Records Management Program for their organizations IAW AFI 33-322? Reviewing responsive federal records provided by HHS employees, contractors, interns, and fellows for release to the public under the FOIA. The Act calls for agencies to establish a records management program consisting of policies, procedures, and activities to manage recorded information. Be careful not to include personal notes in your work-related notes or mix your personal papers with your work papers. Ensuring HHS oversight and compliance with Federal Information Security Management Act (FISMA) to include the development and maintenance of the overall security of HHS IT systems and system inventory. The final version of your document is the official record copy, and you must keep it on your network shared drive. Do NOT dispose of it. Keep your work area and computer clean of accumulating non-record materials. 6.1.4.1. Completing requirements for a NARA certificate of Federal Records Management Training. Coordinating modifications to the office file plans and agency records schedules. If you have included any personal information in your work documents, it will become part of the record the Library keeps, unless you remove it first. The agency also remains responsible under the laws and regulations cited above for ensuring that applicable records management laws and regulations are complied with through the life and termination of the contract.