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Questions and Answers
What is the definition of a Federal record?
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?
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?
What are the three stages of a records lifecycle?
Creation, Maintenance and Use, Disposition.
What are some examples of permanent records?
What are some examples of permanent records?
What are some examples of temporary records?
What are some examples of temporary records?
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.
How are unscheduled records categorized?
How are unscheduled records categorized?
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?
Personal records consist of the following.
Personal records consist of the following.
What are some examples of non-records?
What are some examples of non-records?
What are the two types of disposition for Federal records?
What are the two types of disposition for Federal records?
Which stage of the records lifecycle describes when a record is initiated?
Which stage of the records lifecycle describes when a record is initiated?
Which stage of the records lifecycle determines if the record is transferred to NARA or destroyed when no longer needed?
Which stage of the records lifecycle determines if the record is transferred to NARA or destroyed when no longer needed?
What resources are utilized when a litigation hold is lifted?
What resources are utilized when a litigation hold is lifted?
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.
