Records Management Flashcards

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?

As needed (correct)

Every two years (correct)

Once a year

Never

What are the three stages of a records lifecycle?

Creation, Maintenance and Use, Disposition.

What are some examples of permanent records?

Organizational Charts, Executive Level records, Directives. Signup and view all the answers

What are some examples of temporary records?

Time and attendance files, budget execution, general accounting, and employee travel documents. Signup and view all the answers

When a litigation hold is received, management ____________ in the hold notice to prevent early disposal until the litigation is resolved.

Suspends the disposition cycle of the record. Signup and view all the answers

Employees are required to contact their Records liaison ____________ weeks before departing DHS.

2 Signup and view all the answers

How are unscheduled records categorized?

Permanent. Signup and view all the answers

Which form is required to be completed by all employees prior to departing DHS?

Form 141-02, Certification of Departure Documentary Materials Request. Signup and view all the answers

Which Federal legislation supports the DHS records management mission?

Federal Records Act of 1950. Signup and view all the answers

If records are inadvertently destroyed, who should you contact immediately?

Records Officer. Signup and view all the answers

What is the maximum penalty for destroying Federal records without authorization?

Imprisonment for up to three years. Signup and view all the answers

Personal records consist of the following.

All. Signup and view all the answers

What are some examples of non-records?

Vendor catalogs, Brochures, Reference copies. Signup and view all the answers

What are the two types of disposition for Federal records?

Temporary and Permanent. Signup and view all the answers

Which stage of the records lifecycle describes when a record is initiated?

Creation. Signup and view all the answers

Which stage of the records lifecycle determines if the record is transferred to NARA or destroyed when no longer needed?

Disposition. Signup and view all the answers

What resources are utilized when a litigation hold is lifted?

Agency Records Schedule, General Records Schedule. Signup and view all the answers

Study Notes

Federal Records

Defined as any information created or received by a Federal agency relating to public business, preserved for its significance.
Includes materials evidencing government organization, functions, policies, and decisions.

File Plan Updates

The file plan should be updated biannually (B and C).

Records Lifecycle

Comprises three stages:
- Creation: initiation of records.
- Maintenance and Use: storage and accessibility.
- Disposition: ultimate transfer or destruction of records.

Permanent Records

Include organizational charts, executive-level documents, and directives.

Temporary Records

Examples consist of:
- Time and attendance files
- Budget execution documents
- General accounting and employee travel records.

Litigation Hold

Management must suspend the disposition cycle of records upon receiving a litigation hold notice.

Departure Notification

Employees must contact their Records liaison two weeks before leaving the Department of Homeland Security (DHS).

Unscheduled Records

Classified as permanent records until scheduled appropriately.

Departure Documentation

All employees must complete Form 141-02, Certification of Departure Documentary Materials Request, before departing DHS.

Legislative Framework

The Federal Records Act of 1950 underpins the DHS records management mission.

Reporting Inadvertent Destruction

Immediate contact with the Records Officer is required if records are unintentionally destroyed.

Penalties for Unauthorized Destruction

Maximum penalty for destroying Federal records without permission is imprisonment for up to three years.

Personal Records

Encompass all documents created or received by an individual.

Non-Records Examples

Include vendor catalogs, brochures, and reference copies that do not meet the criteria for records.

Types of Disposition

Federal records fall into two categories:
- Temporary: records retained for a limited time.
- Permanent: records preserved indefinitely.

Records Lifecycle Stages

Creation stage is where records are initiated.
Disposition stage determines transfer to the National Archives and Records Administration (NARA) or destruction when no longer needed.

Litigation Hold Resources

The Agency Records Schedule and General Records Schedule are utilized after a litigation hold is lifted.

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Description

Test your knowledge with these flashcards on records management. This quiz focuses on the definitions and preservation requirements of Federal records as outlined in 44 USC 3301. Perfect for anyone looking to understand the fundamentals of records management in a governmental context.