OpDivs must identify appropriate retention periods for email records and implemented systems and policies to support the disposition as specified in an approved records schedule.
Ensuring office records are accurately listed and detailed in the office file plan. The Policy was updated to align with current email records management processes, federal requirements, and National Archives and Records Administration (NARA) guidance.
Talent & Organizational Development (TOD): TOD offers leadership and professional development opportunities to prepare employees to achieve their career goals. Coordinating modifications to the office file plans and agency records schedules. Delegates oversight responsibility for the Department-wide records management program to the Chief Information Officer (CIO). HHS employees are to contact the OpDiv Records Management Officer for questions regarding non-records.
Owner: OCIO/PIM Implementation of the Capstone approach. The EAP provides tools and resources to ensure your continued well-being. No additional standards are required to implement this Policy.
When notified that a contractor is transferring or leaving the Department, consult with departing contractors to follow litigation records management procedures. Ensuring OpDiv ROs incorporate records management principles and policies in all phases of the EPLC process. Email is a digital message distributed from a sending party to one or more recipients via internet or intranet communication platforms.
These email records will be accessioned to NARA according to the NA-1005 list of roles. ________________________________________________, Jose Arrieta, Chief Information Officer (CIO) Transmission of HHS information via personal email is prohibited.
HHS Policy for Implementing Electronic Mail (Email) Records Management (2019). These permanent email records will be transferred to NARA. Search and Auditing of System. Ensuring the implementation of a records management program within their areas of responsibility to accomplish the objectives identified in federal regulations and HHS policies and procedures. HHS offers programs and resources to support the professional development, work/life balance, and health and well-being of employees throughout the department.
The penalties for the unlawful or accidental removal, defacing, alteration, or destruction of Federal records or the attempt to do so, include a fine, imprisonment, or both (18 U.S.C. HHS employees must refer to the HHS Policy for Records Management to attain measures on how to declare and manage a federal record. If an OpDiv is not using GRS 6.1, that OpDiv must have a NARA-approved schedule in place to carry out the disposition of permanent and temporary email records. Records must not be destroyed except under the provisions of NARA-approved agency records control schedules or the General Records Schedules issued by NARA. Under the Capstone approach, HHS manages the disposition of email records (email messages, attachments, calendar appointments, tasks, and chat) based on the role of the email account user rather than the content of each email record.
Ensuring that all phases of the EPLC process comply with HHS Records Management principles and policies. Version #: 2.0
All organizations collecting or maintaining information or using or operating information systems on behalf of the Department are also subject to the stipulations of this Policy. System-wide email searches may be conducted by OpDiv designated IT personnel with the approval of the General Counsel or Chief Information Officer as part of an internal or external investigation or in response to an access request as needed. OpDivs must have automated systems in place that produce, manage, and preserve email records in an acceptable electronic format until disposition can be executed.
In the event HHS authorizes the use of personal email accounts, such as in emergency situations when federal accounts are not accessible or when an employee is initially contacted through a personal account, HHS employees must ensure that all federal records sent or received on personal email systems are captured and managed in accordance with agency recordkeeping practices. Additionally, systems must support the implementation of agency policies and provide access to email records throughout their lifecycle. Working with the OpDiv ROs to transfer permanent systems to the National Archives in accordance with approved records schedules and NARA requirements. Next Review: May 2023 Culling typically includes the removal of spam, email blasts received (such as agency-wide communications), and personal materials (such as emails to family members not related to agency business). Email records must be maintained in a system that preserves their content, context and structure, protects against their unauthorized loss or destruction, and ensures that they remain discoverable, retrievable, and usable for the period specified in their retention schedule. § 552a (2016), Producing Documents, Electronically Stored Information, and Tangible Things, or Entering onto Land, for Inspection and Other Purposes, Federal Rules of Civil Procedures, Rule 34 (2014), Delivering Government Solutions in the 21st Century – Executive Office of the President, Reform Plan and Reorganization Recommendations (2018), National Archives and Records Administration (NARA) Bulletin 2010-05: Guidance on Managing Records in Cloud Computing Environments (2010), NARA Bulletin 2014-02: Guidance on Managing Social Media Records (2014), NARA Bulletin 2015-02: Guidance on Managing Electronic Messages (2015), NARA Criteria for Successfully Managing Permanent Electronic Records, (2018), NARA Guidance on Records Management Language for Contracts, OMB Circular A-130, Management Information as a Strategic Resource (2016), OMB/NARA Directive M-12-18, Managing Government Records Directive (2012), OMB M-14-16, Guidance on Managing Email (2014), OMB/NARA Directive M-19-21, Transition to Electronic Records (2019), "Public Law 113-187: Presidential and Federal Records Act Amendments of 2014", (128 Stat. The purpose of this Policy is to implement the General Records Schedule (GRS) 6.1, Email Managed under a Capstone Approach and establish the principles, responsibilities, and requirements for managing HHS email records. Conducting periodic compliance evaluations of records management programs.
Organizing files for efficient and effective retrieval. Coordinating records management issues with other federal and regulatory agencies, including NARA, OMB, GSA, GAO, and OPM. 220.127.116.11.
Toll Free Call Center: 1-877-696-6775, U.S. Department of Health & Human Services, has sub items, Building & Managing Websites, 7.2 HHS Assistant Secretary for Administration (ASA), 7.4 Agency Records Management Officer (ARO), 7.5 OpDiv Chief Information Officers (CIOs), 7.6 HHS Chief Information Security Officer (CISO), 7.7 OpDiv Chief Information Security Officers (CISOs), 7.8 OpDiv Records Management Officers (ROs), 7.9 OpDiv Records Managers (RMs) and Records Liaisons (RLs), 7.12 Contracting Officers (COs) and Contracting Officer Representatives (CORs), 7.13 HHS Employees, Contractors, Interns, and Fellows, 7.14 Freedom of Information Act (FOIA) Official, 7.16 Office of the Inspector General (OIG), Agency Records Management Responsibilities, 36 CFR, Chapter XII, Subchapter B (2011), Unlawful or Accidental Removal, Defacing, Alteration, or Destruction of Records, 36 CFR, Chapter XII, Subchapter B, §§ 1230.1 – 1230.18 (2011), Electronic Records Management, 36 CFR Chapter XII, Subchapter B, §§ 1236.2 – 1236.36 (2011), Damage to, Alienation and Unauthorized Destruction of Records, 36 CFR Chapter XII, Subchapter B §§ 1228.100 – 1228.106 (2009), Public Money, Property or Records, 18 U.S.C.
Emails of all other officials, staff, and contractors that are not designated Capstone Officials are considered temporary and disposed after 7 years. 18.104.22.168.2. The current version of this Policy will always reside in the OCIO Policy Library. GRS 6.1 provides disposition authority for agencies who implement a Capstone approach. The HHS ARO will review and forward to NARA to receive approval prior to implementation of any items of this GRS. Ensuring HHS oversight and compliance with Federal Information Security Management Act (FISMA) to include the development and maintenance of the overall security of HHS IT systems and system inventory. Providing leadership and guidance to ensure uniformity in records management activities throughout the Department. §§ 3501 – 3549 (2011), The Privacy Act of 1974, 5 U.S.C. 2003, Date: 11/26/2014), Universal Electronic Records Management Requirements, General Record Schedule 6.1: Email Managed under a Capstone Approach, HHS Policy for Rules of Behavior for Use of Information and IT Resources (2019), HHS Policy for Mobile Devices and Removable Media (2019), https://www.archives.gov/files/records-mgmt/grs/grs06-1.pdf, https://www.law.cornell.edu/uscode/text/18/641, https://www.law.cornell.edu/uscode/text/18/2071. 6.1.2. Has direct responsibility for ensuring that the Department efficiently and appropriately complies with all applicable records management statutes, regulations, NARA Policy, and Presidential Directives. This Policy also applies to HHS employees, contractor personnel, grant recipients, interns, and other non-government persons supporting HHS.
Using information from the System Inventory in the various reporting and oversight requirements. OpDivs must use GRS 6.1, Email Managed under a Capstone Approach, as appropriate. Employees must not remove federal records from the agency's custody without proper authorization. Providing records management expertise and participating in the review and development of proposed electronic records management systems. A complete description of the records with volume and dates if known; A statement of the exact circumstances surrounding the removal, defacing, alteration, or destruction of records; A statement of the safeguards established to prevent further loss of documentation; and. The Capstone Official verification process requires OpDivs to submit a NA-1005 to the HHS Records Management Officer (ARO). §§ 2901 – 2910 (2011), Records Management by Federal Agencies, 44 U.S.C. Ensuring the technical security of the OpDiv electronic data records according to HHS and OpDiv standards.
Providing guidance and operational support for the implementation of litigation holds and other types of legally required holds on records and other documentary materials. HHS offers programs and resources to support the professional development, work/life balance, and health and well-being of employees throughout the department. §§ 3106 (2011), Disposal of Records, 44 U.S.C. (b) Email Records of Non-Capstone Officials –.
Reviewing and making recommendations on requests for funding and acquisition of electronic recordkeeping systems in accordance with information technology capital planning, and investment control procedures.
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