Federal Records Management

1. What is the definition of a Federal record? (44 USC 3301)

Any 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 or 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.

2. How often should the file plan be updated?

Annually and when the records schedule changes.

3. What are the three stages of a records lifecycle?

Creation, Maintenance and Use, Disposition.

4. What are some examples of permanent records?

• Organizational Charts
• Executive Level records
• Directives

5. When a litigation hold is received, management ____________ in the hold notice to prevent early disposal until the litigation is resolved.

Suspends the disposition cycle of the record.

6. Employees are required to contact their Records liaison ____________ weeks before departing DHS.

2 weeks.

7. Which form is required to be completed by all employees prior to departing DHS?

Form 141-02, Certification of Departure Documentary Materials Request.

8. Which Federal legislation supports the DHS records management mission?

Federal Records Act of 1950.

9. If records are inadvertently destroyed, who should you contact immediately?

Records Officer.

10. What is the maximum penalty for destroying Federal records without authorization?

Imprisonment for up to three years.