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Questions and Answers
What is the definition of a federal record? (44 USC 3301)
What is the definition of a federal record? (44 USC 3301)
Any information made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved as evidence of the organization, functions, and activities of the United States Government.
How often should the file plan be updated? (Select all that apply)
How often should the file plan be updated? (Select all that apply)
- Annually (correct)
- When the records schedule change (correct)
- Never
- Every five years
What are the three stages of a records lifecycle?
What are the three stages of a records lifecycle?
Creation, Maintenance and Use, Disposition.
What are some examples of permanent records? (Select all that apply)
What are some examples of permanent records? (Select all that apply)
When a litigation hold is received, management ____________ in the hold notice to prevent early disposal until the litigation is resolved.
When a litigation hold is received, management ____________ in the hold notice to prevent early disposal until the litigation is resolved.
Employees are required to contact their Records liaison __________ weeks before departing DHS.
Employees are required to contact their Records liaison __________ weeks before departing DHS.
Which form is required to be completed by all employees prior to departing DHS?
Which form is required to be completed by all employees prior to departing DHS?
Which Federal legislation supports the DHS records management mission?
Which Federal legislation supports the DHS records management mission?
If records are inadvertently destroyed, who should you contact immediately?
If records are inadvertently destroyed, who should you contact immediately?
What is the maximum penalty for destroying Federal records without authorization?
What is the maximum penalty for destroying Federal records without authorization?
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Study Notes
Federal Records
- A Federal record is any information created or received by a Federal agency under Federal law, linked to public business, and preserved for evidence of governmental activities.
File Plan Updates
- File plans must be updated annually and whenever records schedules change.
Records Lifecycle
- The records lifecycle includes three stages: Creation, Maintenance and Use, and Disposition.
Examples of Permanent Records
- Permanent records include Organizational Charts, Executive Level records, and Directives.
Litigation Holds
- Upon receiving a litigation hold, management must suspend the record's disposition cycle until the litigation is resolved.
Departure Protocol
- Employees must contact their Records liaison two weeks before leaving the Department of Homeland Security (DHS).
Required Departure Form
- Form 141-02, Certification of Departure Documentary Materials Request, must be completed by all employees prior to departing DHS.
Supporting Legislation
- The Federal Records Act of 1950 underpins the records management mission of the DHS.
Inadvertent Destruction of Records
- If records are accidentally destroyed, contact the Records Officer immediately.
Penalty for Unauthorized Destruction
- The maximum penalty for the unauthorized destruction of Federal records is imprisonment for up to three years.
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