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Records and Information Management (RIM) is an essential component in the efficient and effective functioning of any organization, and it is particularly critical in the context of the military and government entities.
Records provide a reliable account of actions, decisions, and procedures, while also serving as an institutional memory. In the military, where operations and decisions can have profound and lasting consequences, the accuracy and integrity of records are paramount.
Furthermore, in an era where cybersecurity threats are rampant, proper records management helps ensure that sensitive information is adequately protected. RIM also plays a vital role in ensuring compliance with legal and regulatory requirements, preserving historical information, and optimizing business processes.
The Annual OSD Records and Information Management Training aims to:
- Enhance Competency: Improve the competency of personnel in handling, maintaining, and managing records efficiently and securely.
- Compliance and Standards: Ensure compliance with national and international standards and regulations regarding records and information management.
- Security: Equip participants with the knowledge and skills necessary to safeguard sensitive and classified information against unauthorized access and cyber threats.
- Best Practices: Familiarize participants with the latest best practices in RIM and encourage their application in day-to-day operations.
- Efficiency and Effectiveness: Optimize the use of information resources, ensuring that records are accessible when needed, and improving the decision-making process.
- Historical Preservation: Educate participants on the importance of preserving records for historical analysis and institutional memory.
- Disaster Recovery and Continuity: Develop skills in disaster recovery planning and business continuity in the context of records and information management.
- Professional Development: Foster the professional development of personnel by providing them with valuable skills that contribute to career growth and organizational success.
This training is a stepping stone for individuals who are either new to RIM or looking to refresh and update their skills. It is designed to be comprehensive and align with the goals and missions of the Office of the Secretary of Defense (OSD).
JKO 2022 Annual OSD Records and Information Management Training PreTest Answers
|DHA’s SharePoint must be configured to comply with recordkeeping requirements to be approved to manage official agency records.||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|
|Non-record materials can be comingled with official Agency records.||False|
|Vital records are: (Check all that apply)|
-Accessible within 12 hours after a disaster, regardless of media or format of records
-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
– All Correct
|Permanent records are destroyed after a fixed period of time or the occurrence of an event.||True|
|File Plans must be updated annually or more frequently if necessary.||True|
|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|
|Records must be destroyed in accordance with the OSD Records Disposition Schedule.||True|
|DHA Form “Notice of Destruction” is ONLY required for records containing sensitive, PII, or PHI.||False|
|Record removal authorization must be coordinated with:|
– Supervisor/Division Chief
– General Counsel
– Security Officer
– Records Management Officer or Market Records Liaison
– All of the above
|All of the above|
|Records stored in a form that only a computer can process are called ________.||Electronic Records|
|It is a good idea to maintain duplicate records in different locations for ease of access.||False|
|The OSD Records Disposition Schedule provides records disposition instructions for temporary and permanent records.||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 Correct
-Record disposition instructions
-Vital Record designation
-File number, file title, and file description
-Physical location of records
|Non-records may only be removed from DHA custody when proper authorization has been received.||True|
|An effective Records and Information Management (RIM) program ensures which of the following? (Check all that apply)|
– All Correct
-Procedures are established for organizing, storing, handling, protecting, referencing, and retrieving of records
-Record, non-record, and personal material are maintained separately
-Responsibilities are assigned for maintenance of records
|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|
|What types of materials are you required to maintain?||All of the Above|
|Reports of unauthorized destruction should include:||– Description of Records|
– Volume of Records
– Office of Origin
|These should never be filed with federal records.||Non-Records|
|These types of records are permanent and must be maintained indefinitely||Unscheduled Records|
|What types of files stations are you allowed to store record information within?||All of the Above|
|You should label shared drives and electronic folders.||True|
|Sensitive Information should be protected via this security measure?||A and B|
|Information to be kept secret in the interest of national defense or foreign policy, is:||Sensitive Information|
|Frozen records may be stored.||Offsite|
|How long do frozen records need to be stored?||Indefinitely, until the freeze is lifted|
|Records may only be protected and classified at __ level(s).||One|
|Per 36 CFR _ all automated information systems are required to implement an approved records disposition schedule into them.||1236|
|The OSD Records and Information Management guidance can also be called?||Administrative Instruction 15|
The pre-test serves several essential purposes:
- Assess Knowledge: It evaluates participants’ current knowledge and understanding of Records and Information Management (RIM) before the training begins.
- Identify Areas of Improvement: By analyzing the pre-test results, participants and instructors can identify areas where improvement is needed, allowing for a more targeted approach during the training.
- Customize Training: The pre-test helps in customizing the training content to address the specific needs of the participants, ensuring a more effective learning experience.
- Baseline for Comparison: It establishes a baseline against which post-training assessments can be compared, helping to measure the effectiveness of the training.
- Boost Confidence: For those who perform well, it can serve as a confidence booster and a validation of their existing skills.
How The Pre-test Results Will Be Used
The results of the pre-test will be used in the following ways:
- Personalized Learning Path: Based on the pre-test results, instructors may recommend a personalized learning path for each participant to address their specific areas of improvement.
- Training Focus: The aggregate results of the pre-test will guide the instructors in focusing on certain topics or areas where the participants as a group may need more emphasis.
- Participant Grouping: Participants may be grouped according to their pre-test scores for certain activities or sessions, allowing for more homogenous learning groups.
- Measuring Progress: The pre-test results will serve as a baseline for measuring participants’ progress during and after the training.
- Feedback to Participants: Participants will receive feedback based on their pre-test results, which can help them understand their current level and what they need to focus on during the training.
- Training Evaluation: The pre-test results, along with post-training assessments, will be used to evaluate and improve the training program for future iterations.
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