Annual OSD Records and Information Management Training 2022/2023 Graded A+

What types of materials are you required to maintain? - ANSWER All of the Above Reports of unauthorized destruction should include: - ANSWER Description of Records Volume of Records Office of Origin These should never be filed with federal records. - ANSWER Non-Records These types of records are permanent and must be maintained indefinitely. - ANSWER Unscheduled Records What types of files stations are you allowed to store record information within? - ANSWER All of the Above You should label shared drives and electronic folders. - ANSWER True Sensitive Information should be protected via this security measure? - ANSWER A and B Information to be kept secret in the interest of national defense or foreign policy, is: - ANSWER Sensitive Information Frozen records may be stored... - ANSWER Offsite How long do frozen records need to be stored? - ANSWER Indefinitely, until the freeze is lifted Records may only be protected and classified at ______ level(s). - ANSWER One Per 36 CFR ___ all automated information systems are required to implement an approved records disposition schedule into them. - ANSWER 1236 The OSD Records and Information Management guidance can also be called? - ANSWER Administrative Instruction 15 Records Management Officers and Records Liaisons are responsible for? - ANSWER Updating the file plan Conducting records searches Educating office personnel of their responsibilities You may keep work and personal email messages in the same inbox? - ANSWER False At times you are authorized to use your personal email to conduct agency business. How long do you have to forward these emails to your agency account? - ANSWER 20 days Material information that requires additional protections to ensure confidentiality, integrity, or available is? - ANSWER Classified Information The retention and disposition of National Security Information is based on the ____ of the material and not the ____. - ANSWER Content; Classification DHA's SharePoint must be configured to comply with recordkeeping requirements to be approved to manage official agency records. - ANSWER True File Plan elements include, but are not limited to: (Check all that apply) - ANSWER -Media Format -Physical location of records -Vital Record designation -File number, file title, and file description -Record disposition instructions Non-records may only be removed from DHA custody when proper authorization has been received. - ANSWER True File Plans must be updated annually or more frequently if necessary. - ANSWER True An effective Records and Information Management (RIM) program ensures which of the following? (Check all that apply) - ANSWER -Record, non-record, and personal material are maintained separately -Procedures are established for organizing, sorting, handling, protecting, referencing, and retrieving of records -Responsibilities are assigned for maintenance of records 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. - ANSWER True Non-record materials can be comingled with official Agency records. - ANSWER False It is a good idea to maintain duplicate records in different locations for ease of access. - ANSWER False