Podcast
Questions and Answers
What types of materials are you required to maintain?
What types of materials are you required to maintain?
- Reports
- Emails
- All of the Above (correct)
- None of the Above
Reports of unauthorized destruction should include:
Reports of unauthorized destruction should include:
- Description of Records
- Volume of Records
- Office of Origin
- All of the Above (correct)
What should never be filed with federal records?
What should never be filed with federal records?
Non-Records
What types of records are permanent and must be maintained indefinitely?
What types of records are permanent and must be maintained indefinitely?
What types of files stations are you allowed to store record information within?
What types of files stations are you allowed to store record information within?
You should label shared drives and electronic folders.
You should label shared drives and electronic folders.
Sensitive information should be protected via which security measures?
Sensitive information should be protected via which security measures?
What is information to be kept secret in the interest of national defense or foreign policy?
What is information to be kept secret in the interest of national defense or foreign policy?
Where may frozen records be stored?
Where may frozen records be stored?
How long do frozen records need to be stored?
How long do frozen records need to be stored?
Records may only be protected and classified at how many level(s)?
Records may only be protected and classified at how many level(s)?
Per 36 CFR what number requires all automated information systems to implement an approved records disposition schedule?
Per 36 CFR what number requires all automated information systems to implement an approved records disposition schedule?
What can the OSD Records and Information Management guidance also be called?
What can the OSD Records and Information Management guidance also be called?
Records Management Officers and Records Liaisons are responsible for what?
Records Management Officers and Records Liaisons are responsible for what?
You may keep work and personal email messages in the same inbox.
You may keep work and personal email messages in the same inbox.
How long do you have to forward personal emails used for agency business to your agency account?
How long do you have to forward personal emails used for agency business to your agency account?
What is material information that requires additional protections to ensure confidentiality, integrity, or availability?
What is material information that requires additional protections to ensure confidentiality, integrity, or availability?
The retention and disposition of National Security Information is based on the _____ of the material and not the _____.
The retention and disposition of National Security Information is based on the _____ of the material and not the _____.
DHA's SharePoint must be configured to comply with recordkeeping requirements.
DHA's SharePoint must be configured to comply with recordkeeping requirements.
File Plan elements include, but are not limited to: (Check all that apply)
File Plan elements include, but are not limited to: (Check all that apply)
Non-records may only be removed from DHA custody when proper authorization has been received.
Non-records may only be removed from DHA custody when proper authorization has been received.
File Plans must be updated annually or more frequently if necessary.
File Plans must be updated annually or more frequently if necessary.
An effective Records and Information Management (RIM) program ensures which of the following? (Check all that apply)
An effective Records and Information Management (RIM) program ensures which of the following? (Check all that apply)
Record Freezes/Litigation Holds are court or agency imposed requirements.
Record Freezes/Litigation Holds are court or agency imposed requirements.
Non-record materials can be comingled with official Agency records.
Non-record materials can be comingled with official Agency records.
It is a good idea to maintain duplicate records in different locations for ease of access.
It is a good idea to maintain duplicate records in different locations for ease of access.
Vital records are: (Check all that apply)
Vital records are: (Check all that apply)
Penalties for unlawful or accidental removal, defacing, alteration, or destruction of Federal records include a fine, imprisonment, or both.
Penalties for unlawful or accidental removal, defacing, alteration, or destruction of Federal records include a fine, imprisonment, or both.
The OSD Records Disposition Schedule provides records disposition instructions for temporary and permanent records.
The OSD Records Disposition Schedule provides records disposition instructions for temporary and permanent records.
DHA Form 'Notice of Destruction' is ONLY required for records containing sensitive, PII, or PHI.
DHA Form 'Notice of Destruction' is ONLY required for records containing sensitive, PII, or PHI.
Record removal authorization must be coordinated with:
Record removal authorization must be coordinated with:
Records stored in a form that only a computer can process are called ___________.
Records stored in a form that only a computer can process are called ___________.
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.
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.
Permanent records are destroyed after a fixed period of time or the occurrence of an event.
Permanent records are destroyed after a fixed period of time or the occurrence of an event.
Records must be destroyed in accordance with the OSD Records Disposition Schedule.
Records must be destroyed in accordance with the OSD Records Disposition Schedule.
An Office File Plan is not required if the office's records are organized.
An Office File Plan is not required if the office's records are organized.
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Study Notes
Records Management Overview
- Maintain various types of records as required under organizational guidelines.
- Reports of unauthorized destruction should include a detailed description of records, their volume, and the office of origin.
Records Classification
- Non-records must never be filed with federal records.
- Unscheduled records are permanent and must be maintained indefinitely.
Record Information Storage
- All types of files are permitted for storing record information.
- Labeling shared drives and electronic folders is necessary for proper organization.
Protection of Sensitive Information
- Sensitive information needs stringent security measures for protection.
- Classified information consists of materials requiring additional confidentiality protections.
Record Retention and Storage
- Frozen records may be stored offsite and must be kept indefinitely until the freeze is lifted.
- Records management mandates protection and classification at only one level.
Regulatory Compliance
- Under 36 CFR 1236, automated information systems must implement approved records disposition schedules.
- The OSD Records and Information Management guidance can also be referred to as Administrative Instruction 15.
Responsibilities and Policies
- Records Management Officers and Liaisons are accountable for updating file plans, conducting searches, and educating office personnel.
- Non-records can only be removed from custody when proper authorization is granted.
Email and Personal Communication
- Personal and work emails must be kept in separate inboxes.
- Personal email can be used for agency business, but must be forwarded to agency accounts within 20 days.
File Plans and Essential Records
- File Plans should be updated yearly or as needed and outline media formats, physical locations, vital record designations, file numbers, titles, and disposition instructions.
- Vital records must be accessible within 12 hours after a disaster and are crucial for operational responsibilities.
Legal and Compliance Issues
- Penalties for unlawful removal or destruction of federal records can include fines or imprisonment.
- The OSD Records Disposition Schedule details records disposal instructions for both temporary and permanent records.
General Recordkeeping Principles
- Maintain separate files for records, non-records, and personal materials.
- Avoid commingling non-record materials with official agency records.
- Records must be destroyed according to OSD Records Disposition Schedule guidelines.
Electronic Records Management
- Records stored only in a format that a computer can process are classified as electronic records.
- An Office File Plan is mandatory regardless of how well organized the office’s records are.
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