Questions and Answers
DHA's SharePoint must be configured to comply with recordkeeping requirements to be approved to manage official agency records.
True
Penalties for unlawful or accidental removal, defacing, alteration, or destruction of Federal records or the attempt to do so include a fine, imprisonment, or both.
True
Non-record materials can be comingled with official Agency records.
False
Vital records are: (Check all that apply)
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Permanent records are destroyed after a fixed period of time or the occurrence of an event.
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File Plans must be updated annually or more frequently if necessary.
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Record Freezes/Litigation Holds are court or agency imposed requirements suspending the destruction of all affected record information until all litigation or disputes are resolved or lifted.
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Records must be destroyed in accordance with the OSD Records Disposition Schedule.
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DHA Form 'Notice of Destruction' is ONLY required for records containing sensitive, PII, or PHI.
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Record removal authorization must be coordinated with:
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Records stored in a form that only a computer can process are called ___________.
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It is a good idea to maintain duplicate records in different locations for ease of access.
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The OSD Records Disposition Schedule provides records disposition instructions for temporary and permanent records.
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An Office File Plan is not required if the office's records are organized.
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File Plan elements include, but are not limited to: (Check all that apply)
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Non-records may only be removed from DHA custody when proper authorization has been received.
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An effective Records and Information Management (RIM) program ensures which of the following? (Check all that apply)
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Personal papers are documentary materials of a private or nonpublic character that do not relate to, or have an effect on, the conduct of agency business.
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Study Notes
Recordkeeping Requirements
- DHA's SharePoint configuration must comply with recordkeeping requirements to manage official records.
Penalties for Improper Actions
- Penalties for unlawful removal, alteration, or destruction of Federal records include fines, imprisonment, or both.
Non-Record Materials
- Non-record materials cannot be mixed with official Agency records.
Vital Records
- Vital records must be accessible within 12 hours after a disaster.
- These records are essential for operational responsibilities during emergencies and are part of disaster mitigation and recovery programs.
- Vital records protect the legal and financial rights of both the government and affected individuals.
Record Status
- Permanent records are not destroyed after a fixed period or event; they are kept indefinitely.
- File Plans should be updated at least annually or more frequently when necessary.
Record Freezes and Litigation Holds
- Record Freezes or Litigation Holds suspend the destruction of record information during ongoing disputes until resolved.
Record Destruction Compliance
- Records must be destroyed per the OSD Records Disposition Schedule.
Notice of Destruction Requirements
- The DHA Form "Notice of Destruction" is required for all record types, not just sensitive or personal information.
Record Removal Coordination
- Coordination for record removal authorization is needed with multiple officials, including Supervisors, General Counsel, Security Officers, and Records Management Officers.
Electronic Records Definition
- Records that can only be processed by a computer are classified as Electronic Records.
Duplicate Records
- Maintaining duplicate records in different locations is not recommended for ease of access.
OSD Records Disposition Schedule
- This Schedule provides clear instructions for both temporary and permanent record dispositions.
Office File Plan Requirements
- An Office File Plan is mandatory regardless of how organized an office's records may seem.
File Plan Elements
- Essential elements of a File Plan include:
- Designation of Vital Records
- Instructions for record disposition
- File number, title, and description
- Physical location of records
- Media format of records
Non-Records Removal
- Non-records can only be removed from DHA custody with proper authorization.
Effective Records and Information Management (RIM)
- An effective RIM program should:
- Assign responsibilities for record maintenance.
- Establish procedures for the organization, storage, handling, protection, referencing, and retrieval of records.
- Ensure separation between record, non-record, and personal materials.
Definition of Personal Papers
- Personal papers are materials of a private nature that do not pertain to agency business or conduct.
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Description
Test your knowledge on the key concepts of records and information management in the context of OSD training. This quiz covers important regulations and compliance standards that govern the management of official agency records. Perfect for those involved in federal recordkeeping practices.
