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Annual OSD Records and Information Management Training
This deck covers key concepts and rules related to records and information management as outlined in the Annual OSD Records and Information Management Training Pre-Test.
Non-records may only be removed from DHA custody when proper authorization has been received
True
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Key Terms
Term
Definition
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:
All of the above
Records stored in a form that only a computer can process are called ___________.
Electronic Records
Permanent records are destroyed after a fixed period of time or the occurrence of an event.
False
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| Term | Definition |
|---|---|
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: | All of the above |
Records stored in a form that only a computer can process are called ___________. | Electronic Records |
Permanent records are destroyed after a fixed period of time or the occurrence of an event. | False |
Vital records are: (Check all that apply) | (All of them)
Needed to meet operational responsibilities under an emergency and part of an agency's Records Disaster Mitigation and Recovery Program
Needed to protect the legal and financial rights of the government and those affected by government activities
Accessible within 12 hours after a disaster, regardless of media or format of records |
An effective Records and Information Management (RIM) program ensures which of the following? (Check all that apply). | (All of them)
Procedures are established for organizing, storing, handling, protecting, referencing, and retrieving of records
Responsibilities are assigned for maintenance of records
Record, non-record, and personal material are maintained separately |
DHA's SharePoint must be configured to comply with recordkeeping requirements to be approved to manage official agency records. | True |
Records must be destroyed in accordance with the OSD Records Disposition Schedule. | True |
File Plans must be updated annually or more frequently if necessary. | True |
An Office File Plan is not required if the office's records are organized. | False |
File Plan elements include, but are not limited to: (Check all that apply) | (All of them)
Physical location of records
Media format
File number, file title, and file description
Vital Record designation
Record disposition instructions |
Record Freezes/Litigation Holds are court or agency imposed requirement suspending the destruction of all affected record information until all litigation or disputes are resolved or lifted. | True |
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. | True |
The OSD Records Disposition Schedule provides records disposition instructions for temporary and permanent records. | True |
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. | True |
DHA Form "Notice of Destruction" is ONLY required for records containing sensitive, PII, or PHI. | False |