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Questions and Answers
Non-records may only be removed from DHA custody when proper authorization has been received.
True
It is a good idea to maintain duplicate records in different locations for ease of access.
False
Non-record materials can be comingled with official Agency records.
False
Record removal authorization must be coordinated with:
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Records stored in a form that only a computer can process are called ___________.
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Permanent records are destroyed after a fixed period of time or the occurrence of an event.
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Vital records are: (Check all that apply)
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An effective Records and Information Management (RIM) program ensures which of the following? (Check all that apply)
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DHA's SharePoint must be configured to comply with recordkeeping requirements to be approved to manage official agency records.
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Records must be destroyed in accordance with the OSD Records Disposition Schedule.
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File Plans must be updated annually or more frequently if necessary.
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An Office File Plan is not required if the office's records are organized.
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File Plan elements include, but are not limited to: (Check all that apply)
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Record Freezes/Litigation Holds are court or agency imposed requirements suspending the destruction of all affected record information until all litigation or disputes are resolved or lifted.
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Penalties for unlawful or accidental removal, defacing, alteration, or destruction of Federal records or the attempt to do so include a fine, imprisonment, or both.
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The OSD Records Disposition Schedule provides records disposition instructions for temporary and permanent records.
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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.
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DHA Form 'Notice of Destruction' is ONLY required for records containing sensitive, PII, or PHI.
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Study Notes
Records Management Principles
- Non-records can be removed from Defense Health Agency (DHA) custody only with proper authorization.
- Maintaining duplicate records in different locations for ease of access is discouraged to prevent confusion.
- Non-record materials should not be mixed with official Agency records.
Record Removal and Storage
- Authorization for record removal must be coordinated with all relevant parties.
- Electronic records refer to those stored in a format only a computer can process.
- Permanent records are not destroyed after a fixed period; they are kept indefinitely.
Vital and Essential Records
- Vital records are crucial for emergency operations and legal rights protection; they must be accessible within 12 hours post-disaster.
- An effective Records and Information Management (RIM) program establishes managing procedures, assigns maintenance responsibilities, and separates record types.
Compliance and Schedule
- DHA's SharePoint must align with recordkeeping standards to manage official agency records.
- Records must be destroyed according to the OSD Records Disposition Schedule.
- File Plans require annual updates or more frequent revisions if necessary.
Office File Plans
- An Office File Plan is essential even if the office records are organized.
- Key elements of a File Plan include the physical location of records, media format, file number, title, description, vital record designation, and disposition instructions.
Legal Obligations and Penalties
- Record freezes or litigation holds stop destruction of affected records until disputes are resolved.
- Criminal penalties for unlawful acts regarding federal records may include fines, imprisonment, or both.
Personal Papers and Destruction Notices
- Personal papers are unrelated to agency business and are considered private materials.
- DHA Form "Notice of Destruction" is required for all records, not just those containing sensitive information.
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Description
Test your knowledge on the key principles of records management applicable to the Defense Health Agency. This quiz covers topics such as record removal, storage practices, and the importance of vital records in emergency situations. Ensure you understand the compliance regulations and the significance of maintaining accurate records.
