Questions and Answers
What is the definition of a Federal record?
Any information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government.
How often should the file plan be updated?
What are the three stages of a records lifecycle?
Creation, Maintenance and Use, Disposition.
What are some examples of permanent records?
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What are some examples of temporary records?
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When a litigation hold is received, management ____________ in the hold notice to prevent early disposal until the litigation is resolved.
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Employees are required to contact their Records liaison ____________ weeks before departing DHS.
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How are unscheduled records categorized?
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Which form is required to be completed by all employees prior to departing DHS?
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Which Federal legislation supports the DHS records management mission?
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If records are inadvertently destroyed, who should you contact immediately?
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What is the maximum penalty for destroying Federal records without authorization?
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Personal records consist of the following
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What are some examples of non-records?
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What are the two types of disposition for Federal records?
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Which stage of the records lifecycle describes when a record is initiated?
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Which stage of the records lifecycle determines if the record is transferred to NARA or destroyed when no longer needed?
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What resources are utilized when a litigation hold is lifted?
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Study Notes
Federal Records Definition
- Federal record includes any information made or received by a Federal agency under Federal law, related to public business.
- Preservation is required if the record provides evidence of the agency’s functions, policies, decisions, and operations.
File Plan Update Frequency
- The file plan should be updated regularly, specifically during B and C phases.
Records Lifecycle Stages
- There are three primary stages: Creation, Maintenance and Use, Disposition.
Examples of Permanent Records
- Include organizational charts, executive level records, and directives that require long-term preservation.
Examples of Temporary Records
- Comprise time and attendance files, budget execution documents, general accounting records, and employee travel documents.
Litigation Hold Procedures
- Management must suspend the disposition cycle of the record upon receipt of a litigation hold notice to ensure records are not disposed of prematurely.
Records Liaison Contact Requirement
- Employees must contact their Records liaison two weeks before departing the Department of Homeland Security (DHS).
Unscheduled Records Categorization
- Unscheduled records are categorized as permanent until further actions dictate.
Required Form for Departing DHS Employees
- Form 141-02, Certification of Departure Documentary Materials Request, must be completed before departure.
Supporting Legislation for DHS Records Management
- The Federal Records Act of 1950 underpins the records management mission of DHS.
Action for Inadvertently Destroyed Records
- Immediate contact with the Records Officer is essential if records are accidentally destroyed.
Penalty for Unauthorized Destruction of Federal Records
- The maximum penalty for unauthorized destruction can include imprisonment for up to three years.
Composition of Personal Records
- Personal records encompass all categories under individual ownership.
Examples of Non-Records
- Non-records include vendor catalogs, brochures, and reference copies of documents.
Types of Disposition for Federal Records
- Disposition types consist of temporary and permanent classifications for managing records.
Records Lifecycle: Creation Stage
- The creation stage is identified as the point when a record is initiated.
Disposition Stage Responsibilities
- The disposition stage determines the future of records, indicating whether they are to be transferred to NARA or destroyed.
Resources for Litigation Hold Lifting
- When a litigation hold is lifted, resources like the Agency Records Schedule and General Records Schedule are utilized.
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Description
This quiz covers key concepts related to federal records management, including definitions, lifecycle stages, and examples of permanent and temporary records. Additionally, it highlights the importance of litigation hold procedures in preserving records critical to federal agency functions.
