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Communicated to assert NIH requirements or guidance. of Homeland Security, U.S. Coast Guard Washington, DC 2004, United States. Mode of access: Internet from the Coast Guard web site. Aboriginal, Torres Strait Islander and other First Nations people are advised that this catalogue contains names, recordings and images of deceased people and other content that may be culturally sensitive. This manual chapter establishes the policies, procedures, and guidelines related to the creation, maintenance, and disposition of Federal records. Work with NIH RO and RLs to collect data required to transfer permanent records systems to the NARA in accordance with approved records schedules and NARA requirements. Unscheduled records must not be destroyed. endobj Planning - Emergency Pocket Response Plan (Council of State Archivists), Statement on the use of text messaging and private e-mail, Organizations and <> endstream endobj startxref 2359 0 obj <>stream Notify the information system managers and RO of technology changes that would affect access, retention, or disposition (archiving or disposing) of records in electronic information systems. endobj 41 CFR Section 102-3.175 - What are the reporting and recordkeeping requirements for an advisory committee? Establishing a comprehensive records and information management program to support the requirements of the Privacy Act of 1974 (5 USC 552a), the Freedom of Information Act (FOIA), Federal Advisory Committee Act of 1972" and OMB Circular A-130, "Management of Federal Information Resources.". 10 0 obj This Notice publishes change one to the Information and Life Cycle Management Manual, COMDTINST M A. Ensure the statutory and regulatory requirements pertaining to the, Ensure the appropriate records schedule is indicated in, Notify NIHs Records Officer when they become aware that a moratorium on records disposition is needed for litigation (see. PURPOSE. 15 0 obj 0 11 0 obj <> Under the authority of the Virginia Public Records Act, the Records Management section at the stream Guidance documents already issued include essential records, social media records, text messaging, and records management in cloud computing environments. This Notice publishes change one to the Information and Life Cycle Management Manual, COMDTINST M A", Share & Embed "1. Oversee the creation and use of electronic records according to Federal regulations and NIH policy and ensure that recordkeeping functionality is developed for all information systems managing electronic records, which includes coordination with NIHs RO to ensure compliance with recordkeeping requirements, determine retention periods and implement authorized disposition instructions for system data and documentation. (301) 496-4606, Issuing Office Email: Chapter 101 Records and Reports, 5 CFR Chapter III, Subchapter B OMB Directives, 36 CFR Chapter XII, Subchapter B Records Management, CISO Chief Information Security Officer, CUI Controlled Unclassified Information, ICO Institutes, Centers, and Offices within the Office of the Director, NARA National Archives and Records Administration, PII Personally Identifiable Information, WNRC Washington National Records Center. For best performance, we recommend the use of Chrome, Edge, Firefox, or Safari browsers. We need your help to maintenance and improve this website. (2004). of Homeland Security, U.S. Coast Guard Washington, DC. Review departing staffs record materials, including email records, prior to the staffs departure (See Appendix 5); Ensure departing staff comply with policies and procedures regarding preservation, transfer, and deletion of records; and. Increase the level of understanding for all OSD personnel managing federal records, regardless of format or location. Works with the RL and other stakeholders in developing an ICO File Plan. endobj Ensure the technical security of the NIH electronic data records according to NIH standards. Ensure that NARA-approved records schedules for electronic information systems and other electronic records, such as email, are properly implemented. Thank you for using our services. Coast Guard. Additionally, no information in the copies would be considered a disclosure that could prevent patenting of an associated invention. Ensure that records management requirements are incorporated into the NIH system development life cycle methodology as part of managing the information life cycle. Promote records management statutes, regulations, memorandums, NARA policy, and Presidential Directives; Act as the official liaison with NARA and responds to data calls and mandatory reports; Collaborate with NIH Offices to execute the NIH Records Management Program initiatives; Coordinate records management issues with other Federal and regulatory agencies, including NARA, the Office of Management and Budget (OMB), the General Services Administration (GSA), the Government Accountability Office (GAO), and the Office of Personnel Management (OPM); Develop standards, procedures, and guidance for improving records management; ensure NIH ICOs accession permanent records to NARA; and facilitate the segregation and disposal of all records of temporary value; Integrate records management procedures and activities into NIH Records Management policy and planning; Maintain, update, and distribute NIH Records Schedules; Conduct periodic compliance evaluations of ICO records management programs; Coordinate fiscal year (FY) interagency agreement with NARA and agency budget officials for the storage and servicing of records; and. NIH Federal records must be managed in accordance with record schedules approved by the Archivist of the United States. 2348 0 obj <>/Filter/FlateDecode/ID[<2E81BFB3D38180ED33D3C7370D164BB1><48BAFC60D057564EA7961235771F3B54>]/Index[2340 20]/Info 2339 0 R/Length 58/Prev 660136/Root 2341 0 R/Size 2360/Type/XRef/W[1 2 1]>>stream Recordkeeping by Federal agencies is controlled by laws and regulations (see references below) and that require: The FRA also requires agencies to establish a records management program, defined as a planned, coordinated set of policies, procedures, and activities needed to manage their recorded information. Acting as the liaison official with NARA, other government agencies, private industry, and private citizens on records and information management matters of WHS-serviced Components. We will contact you if necessary. Please fill this form, we will try to respond as soon as possible. Regulations. endobj Secure records to protect the legal and financial rights of the government and persons affected by government activities. Support the submission of NIHs records disposition schedules by reviewing them for legal sufficiency before submittal. For example, information in the records was not obtained under an agreement, such as a Confidential Disclosure Agreement (CDA), Material Transfer Agreement (MTA), or Cooperative Research and Development Agreement (CRADA), with an outside party, containing confidentiality requirements. 5 0 obj Chapter 5, Subchapter II Administrative Procedure, 18 U.S.C. The Records Management program will periodically issue guidance in the NIH Records Management Guidebook in accordance with requirements established in NARA bulletins and other NARA issuances. You need Flash player 8+ and JavaScript enabled to view this video embedded. Copyright or permission restrictions may apply. Provides guidance to office personnel in all records related issues. Serving as the office of record and the Federal Agency Records Officer for records and information management activities for WHS-serviced Components in accordance with 44 USC Chapters 31 and 33; 36 CFR 1220-1236, DoD 5015.02 and AI-15 "OSD Records and Information Management Program. The Coast Guard directives system [electronic resource], Washington, DC : U.S. Dept. Immediately report incidents of record removal, alteration, loss, or destruction to the supervisor or ICO Record Liaison. <> hTmo0+_T! endstream endobj 2341 0 obj <> endobj 2342 0 obj <>/Font<>/ProcSet[/PDF/Text]>>/Rotate 0/StructParents 13/Type/Page>> endobj 2343 0 obj <>stream Assists departing staff with transferring custody or disposition of all Federal records before or immediately upon termination, suspension, reassignment, or separation of employment. Search the catalogue for collection items held by the National Library of Australia, Due to major building activity some of our collections are temporarily unavailable. Please refer to NIH Manual Chapter 1742 to review NIHs responsibilities related to transfer, withdrawal and destruction of Records at the Washington National Records Center. Please select a topic below to find further information: RDD Guidance for Converting Emails to PDF Format, Records Management for Action Officers Brochure, NARA National Records Management Training Program (YouTube Channel), 41 USC Chap 102, Part 102-193 CREATION, MAINTENANCE, AND USE OF RECORDS, 44 USC Chap 31 Records Management by Federal Agencies, Public Law No: 113-187 Presidential and Federal Records Act Amendments of 2014, Presidential Memorandum -- Managing Government Records, OMB Circular A-130 Managing Information as a Strategic Resource, Managing Government Records Directive (M-12-18), Executive Order 13526- Classified National Security Information, DOD I 5015.02 DoD Records Management Program, DoD 5015.02 STD Records Management Application Standard, (AI-15) OSD Records & Information Management Program, OSD RIM Procedures for Archiving Social Media Sites 18 Jan 17, NARA White Paper on Capture of Social Media Records (2013), SECDEF_Memo_Retention of Social Media 6 Jan 2017, White House Memo to Federal Agencies_Social Media Accounts (31 Oct 16), Component Records Management Checklist for Processing the Departure of Presidential Appointees and Senior Officials (SD 821), Departing Employee Checklist Removal of Personal Files and Non-Record Materials from Government Custody (SD 822), Division/Branch/Office Standardized Recordkeeping Report (SD 823), OSD Electronic Information System Appraisal Form (SD 828), OSD Records Inventory to Establish New Records Series (SD 831), Departing Employee Checklist Transfer of Records Between DoD/OSD Components (SD 833), Transferring Records to a Federal Records Center (SF 135 Instructions), Archivist of the US: Message to Political Appointees and Senior Officials, RM Brochure Guidance for Departing Senior Official, DoD-CIO Memo - Use of Non-Official Electronic Messaging Accounts and Records Management, NARA Records Management Guidance for Political Appointees, NARA FAQ Senior Agency Officials (SAOs) Appointments, NARA Guidance on Managing Social Media Records, Online Information Management and Electronic Messaging (DoDI 8170.01), Standards of Conduct as Applied to Personal Social Media Use (Office of Government Ethics Legal Advisory), Federal Advisory Committee Act (FACA) (Pub.L. The following requirements must be addressed and met for managing NIH Federal records throughout their lifecycle: Each ICO within NIH must establish and maintain a records management program with the following minimum requirements. Release Date: 12/24/2020 To keep our site running, we need your help to cover our server cost (about $500/m), a small donation will help us a lot. 92463). All records management guidance documents are available to peruse on the Records Management SharePoint website. Immediately submits reported incidents of record removal, alteration, loss, or destruction to NIH Management and Supervisory Officials. Manage records in any format (e.g., paper, emails, instant messages (IMs), text messages, electronic documents, spreadsheets, presentations, images, maps, videos, blogs and other social media tools that generate communications) in accordance with applicable statutes, regulations, NIH policy and guidance issued by the NIH RO, including NARA-approved records schedules. endobj Reviews material scheduled for disposition at the request of the RL. We are a non-profit group that run this service to share documents. DoDI 5105.4 "Department of Defense Federal Advisory Committee Management Program", NARA FAQs about GRS 6.2, Federal Advisory Committee Records, NARA Checklist for Preparing Records Transfer per GRS 6.2, SF 258 Electronic Agreement to Transfer Records to the National Archives of the United States, SF 258 Paper Agreement to Transfer Records to the National Archives of the United States, Hosted by Defense Media Activity - WEB.mil. [emailprotected], Issuing Office Website: Virginia Public Records Management Manual, Destruction of Records Containing agency/locality records officer and LVA records analyst. Social Security Numbers, Disaster Partial Revision Date: 5/07/2021 ? July 28, 2017 | Author: Allen Lang | Category: N/A, Report "1. Theguidebook supports this policyand serves as the instruction manual for managing NIH data, information, and records; comply with recordkeeping requirements;and to transition NIH towards electronic recordkeeping forICOs records management programs. <> hb```Bf!b`B `a>3. hbbd``b`3AW DLqC4e`$cw Ensuring OSD/RDS are updated and distributed as NARA approves new schedules or revises the GRS citations. Makes decisions about who can access records, in consultation with supervisors, the RL, and the records owners. Planning for administrative, program and mission related needs; Enabling oversight by Congress and other authorized agencies; Continuing key functions and activities in the event of an emergency or disaster. Immediately submit reported incidents of record removal, alteration, loss, or destruction to NIH Records Officer. To learn more about how to request items watch this short online video . <> endobj Raise awareness and improve effectiveness of records management. The FRA, as amended, requires all Federal agencies to create and preserve records that adequately and properly document the agencys organization, functions, policies, decisions, procedures, and essential transactions. Transfer or migrate records in paper and legacy electronic systems to approved or registered information management systems which are associated with a records schedule for manual management of disposition where practicable and when available. Federal records serve as the agencys memory. Maintain records so they can be accessed and maintained for the required retention period. Ensure staff (this includes employees, contractors, fellows, interns and volunteers) are aware of and adhere to NIH Records Management policies; Ensure new staff complete initial and annual records management training; Ensure that departing staff identify and transfer all Federal records in their custody to the designated custodian of the program files, supervisor, RL, or the person assuming responsibility for the work and complete the. 12 0 obj ? Federal Records capture NIH's institutional memory and preserve important historical information. 7 0 obj This Notice publishes change one to the Information and Life Cycle Management Manual, COMDTINST M A", 1. %PDF-1.6 % Provide recipients with the information necessary to incorporate records and information management into their day to day duties. <> RLs must not initiate or approve any destruction of records, including records stored at the NARA FRC, or NARA-approved commercial off-site storage, that are responsive to an active litigation hold; and. 8 0 obj Request this item to view in the Library's reading rooms using your library card. <> 5 U.S.C. )t1 !%Vn}29=w~la]0,F8hp ALA$aaQ6:nq^E2 #mql0Jv`ntGm4) AP$0_{=N}R/|0S_N)aQGu@I|+eL[v{E8czv`Gqc1t]\k(8D5hEb-. endobj PURPOSE. https://oma.od.nih.gov/DMS/Pages/Records-Management.aspx. <> <> Selected new items on display in Main Reading Room. United States. 9 0 obj Major elements include periodically issuing up-to-date records management directives, properly training those responsible for implementation and carefully evaluating the results to ensure adequacy, effectiveness, and efficiency. endobj JFIF ` ` C Information and life cycle management manual [electronic resource] U.S. Dept. [ 11 0 R] Library assists state and local government in ensuring that public records are maintained and available Each office will have varying needs regarding confidentiality and security. records by publishing records retention and disposition schedules, presenting workshops, monitoring the Coast Guard personnel manual [electronic resource]. endobj endobj ",#(7),01444'9=82. of Homeland Security, U.S. Coast Guard, [2004]. Ensuring positive control over the organization, maintenance, use, designation, and disposition of WHS-serviced components records and information, regardless of media (paper, electronic, audiovisual, etc.). Issuing Office: OD/OM/OMA Can I get copies of items from the Library? Maintain non-email electronic records, in their native format in an organized way on an NIH network drive, SharePoint site or other agency electronic information system. Complete annual records management awareness training. Create and maintain adequate and proper Federal records documentation for the work for which they are responsible; maintain records in a manner that facilitates access and retrieval regardless of format; destroy records only in accordance with NARA-approved records schedules; and not remove copies of Federal record or non-record materials from NIH custody without obtaining authorization from immediate supervisor and ICO designated final approving official. Records which are not in active use, but which cannot be destroyed for some time, will be transferred to a Federal Records Center (FRC), stored appropriately in agency occupied/owned space both physical or digital, or transferred to a NARA- approved commercial storage facility. $.' Maintain permanent electronic records (e.g., emails, IMs, text messages, electronic documents, spreadsheets, presentations, images, maps, videos, blogs and other social media tools that generate communications) electronically, and if applicable, in an approved electronic records system. The Coast Guard directives system [microform]. Effective and efficient management of records provides the foundation for decision-making at all levels, including mission planning and operations, personnel services, legal inquiries, business continuity, and preservation of U.S. history. Ensure that instructions for the management and disposition of records as specified in the approved records schedules are followed. #0?K Information and life cycle management manual. To learn more about Copies Direct watch this. Please refer toNIH Manual Chapter 1743-2to review NIHs responsibilities related to the NIH Litigation Hold Policy. 2004, Information and life cycle management manual [electronic resource] U.S. Dept. Needed to document NIH's activities and decisions; Required to support NIH's financial and other obligations and legal claims; or. PURPOSE. Instituting and overseeing a records management evaluation program in accordance with 44 USC Chapters 31 and 33; 36 CFR 1220-1236, DoD 5015.2 and AI-15 and Executive Order 13526 to ensure compliance of the WHS-serviced Components and to provide for improvements and changes to existing procedures and records schedules to reflect current mission and organizational requirements. Please also be aware that you may see certain words or descriptions in this catalogue which reflect the authors attitude or that of the period in which the item was created and may now be considered offensive. Records Management supports the efficient and economical management of public Quarterly disposition notices will in some instances require the RC to either review the records or confer with the records owner in order to provide a response on if records stored at the FRC can be destroyed. The RC is responsible for determining who should have access to records. The policy in this chapter applies to all National Institutes of Health (NIH) Institutes, Centers, and Offices within the Office of the Director (ICOs), and all personnel, including employees, contractors, volunteers, fellows, trainees and interns (referred to here as staff), involved in the creation, maintenance, and disposition of NIHs Federal records. Please refer to NIH Manual Chapter 1744 to review NIHs responsibilities related to the Vital Records Program. Immediately submits reported incidents of record removal, alteration, loss, or destruction to the ICO Records Liaison. Address as of 7/29/04: http://www.uscg.mil/ccs/cit/cim/directives/CIM/CIM%5F5212%5F12A.pdf; current access available via PURL. Official Federal records remain in the custody of NIH, and only copies will be removed; Copies do not contain any Personally Identifiable Information (PII), Sensitive Information, Controlled Unclassified Information (CUI) or other information withheld from the Privacy Act; The Federal Records are not currently subject to a litigation hold; Copies do not contain any information that would be exempt from disclosure in response to a Freedom of Information Act (FOIA) request (the release of such information could forfeit the agencys ability to withhold said information in response to a FOIA request). Approved NIH schedules can be found in the NIH Record Schedule System(RSS). These records programs must: The following records management terms are extracted from 36 CFR, Parts 1220 to 1239, the amendments to the FRA, and related Federal laws and regulations. %%EOF wM3 Dl>.f ty H3Qag Gni1pV=P Z& Provide legal advice on the laws and regulations related to the records and information management program, which includes coordination with the RO to ensure compliance with recordkeeping requirements, determination of retention periods, and implementation of authorized disposition instructions for system data and documentation. In addition, the RC should provide guidance to ICO personnel who are involved in packing or preparing records for storage. 14 0 obj <> throughout their life cycle. Providea copy of Federal records, if appropriate, for release to the general public. Coast Guard. Coordinate the records management program activities, including an essential records program, in their respective organizations to ensure compliance with NIH Policy; Identify program-specific records and ensure they are covered by an NIH Records Schedule; Ensure that permanent records are preserved, inactive temporary records are transferred to either a NARA FRC or NARA-approved commercial off-site storage, and temporary records that have met disposition are destroyed promptly according to NIH Records Schedules; Ensure that recordkeeping requirements are established and kept current and that staff is kept abreast of any changes to these recordkeeping requirements; Ensure that all personnel with records management responsibilities receive appropriate records management training; Ensure that NIHs Records Management Program provisions and standards are included in the scope and planning for electronic information systems (see F. Procedures, below); Ensure the development and implementation of an office file plan and updating the office file plan on an annual basis; Receive litigation hold notifications for awareness. Ensure that non-electronic records are managed appropriately in paper-based official recordkeeping systems which facilitate their preservation, retrieval, use and disposition, if they are not appropriate for digitization. Please copy and paste this embed script to where you want to embed. They are of critical importance in ensuring that ICOs continue to function effectively and efficiently. J'iOh]O+79'8mRSBd>7~n{'n]5wCCp$zD9\o[+Z(>EwOkasR&>dC+yvy8WINEmb'oO7ScwbOkUsqzT[c3_+KY.14Fb@mjKNjr%B-;::-HL00" #S ] .XQ@A5C2ft@bPD Dgk(TD3$$ZiP "g3fbpegtb `8wJsC# https://oma.od.nih.gov/DMS/Pages/Records-Management.aspx, https://oma.od.nih.gov/DMS/Pages/Manual-Chapters.aspx, NIH Manual Chapter 1742-Transfer, Withdrawal and Destruction of Records at the Washington National Records Center, Commercial Records Storage Facilities by State, NIH Manual Chapter 1744: NIH Vital Records Program, NARA Bulletin 2014-04, Format Guidance for the Transfer of Permanent Electronic Records Appendix A: Tables of File Formats, NARA Bulletin 2015-04, Metadata Guidance for the Transfer of Electronic Records, NIH Manual Chapter 1743-1: Email Records Management, Federal Information Processing Standards (FIPS) Publication 199, Standards for Security Categorization of Federal Information and Information System (Feb. 2004), Information Security Modernization Act of 2014 (FISMA 2014), NIH Office of the Senior Official for Privacy (OSOP), 2002.14 Safeguarding Records containing Sensitive and Personally Identifiable, Chain of Custody for Departing Staff Form NIH-2994, NIH Records Chain of Custody for Departing Staff Form NIH-2994, Departing Staff Request to Remove Copies of NIH Records Form NIH-3000, Federal Information Security Modernization Act (FISMA), Manual Chapter 1743-2 NIH Litigation Hold Policy, M-17-12 Preparing for and Responding to a Breach of Personally Identifiable Information, HHS Policy for Records Management for Emails, NIH Transfer, Withdrawal and Destruction of Records at the Washington National Records Center Policy, U.S. Department of Health and Human Services. A Federal record is defined in 44 U.S.C 3301 as: All recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved as appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them, excluding library and museum material made or acquired and preserved solely for reference or exhibition purposes; or duplicate copies of records preserved only for convenience.. <> PMIS/JUMPS manual. This policy complies with the requirements established by the Federal Records Act (FRA), and applicable statutes, regulations, and existing policy. Washington, DC : U.S. Dept. Learnmore, United States. endobj The process for receiving approval to remove copies of Federal records is as follows: Confidential Disclosure Agreement for Separating NIH Staff Template, Office of Management Assessment, National Institutes of Health, 6705 Rockledge Dr. Suite 601 Bethesda, MD 20892, Phone: (301) 496-4606 Email: [emailprotected]. 16 0 obj 6 0 obj disposal of non-permanent records, and assisting with the transfer of permanent records to the Archives. Records serve several purposes including: Federal Records contain the information that documents how NIH fulfills its mission. This is the primary instrument for classifying records and is a critical component to any recordkeeping strategy. Title from title screen (viewed on July 29, 2004). The information contained in the copies has no restrictions on sharing. of Homeland Security, U.S. Coast Guard, United States. Proper maintenance of Federal records promotes open government and supports the principals of transparency in government by providing an adequate audit trail and history of the intent of public policy. Use the contacts page to identify your The RC is the "resident expert" on records produced by their office/IC, and the primary source of information on those records. Z.gZ]X3(00p1i(ahKX "Wcxo^aax4( It is the policy of the NIH, as an Operating Division of the U.S. Department of Health and Human Services (HHS), to create, maintain, and dispose of Federal records in compliance with the FRA, as amended and applicable statutes, regulations, and existing policy. endstream Coast Guard. Developing and applying standards, procedures, and techniques for improving records management; ensuring the maintenance and timely retirement of records of continuing value; and facilitating the segregation and disposal of all records of temporary value. Please check the catalogue carefully to find out if your selection is impacted. Records typically contain information that is: All NIH Federal records must be managed throughout the records lifecycle, which includes creation or receipt, maintenance and use, and disposition. 13 0 obj If the restrictions are not known, please contact the ICO Technology Development Coordinator. Please help us to share our service with your friends. Coast Guard -- Records and correspondence -- Management -- Handbooks, manuals, etc. Maintaining and updating the OSD Records Disposition Schedules (OSD/RDS) via this site. For inquiries regarding the content of this chapter contact the Information Management Branch (IMB), Division of Compliance Management (DCM), Office of Management Assessment (OMA), Office of Management (OM), Records Management Program: For inquiries regarding the NIH Policy Manual contact the Management Operations Branch (MOB), DCM, OMA, at 301-496-4606, or navigate to the following URL: Government records be kept only for authorized periods of time; No government records may be destroyed, mutilated or removed from government custody without authorization; Records which are valuable enough to be preserved permanently must be kept intact and transferred to the National Archives and Records Administration (NARA) as appropriate; and. Attends records management trainings, conference calls, and meetings as appropriated by the RL. 2340 0 obj <> endobj This policy applies to all NIH Federal records, regardless of format or media. Report incidents of record removal, alteration, loss, or destruction to NARA. Create, receive, and maintain records providing adequate and proper documentation and evidence of NIHs activities. endobj Phone: