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Course Objectives

How To Be A Records Liaison Nina L. Thomas Chief, Health Information Management James A. Haley VA, Tampa, FL. Course Objectives. What is Records Management?.

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Course Objectives

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  1. How To BeA Records Liaison Nina L. ThomasChief, Health Information Management James A. Haley VA, Tampa, FL

  2. Course Objectives

  3. What is Records Management? Records management is the planning, controlling, directing, organizing, training, promoting and other managerial activities involved in records creation, maintenance and use and disposition in order to achieve adequate and proper documentation of policies and transactions of the Federal Government and effective and economical management of agency operations. (44 U.S.C.2901)

  4. Records Management Roles

  5. Poll Question 1 What is your role? A. Facility Records Manager B. Records Liaison C. HIM Chief D. Other

  6. VHA Records Officer Responsibilities Oversees the Records Management Program for the Veteran’s Health Administration

  7. Records ManagerResponsibilities

  8. Poll Results

  9. Record Liaison Responsibilities Support the Records Management Program

  10. RCS 10-1 Manual

  11. Delegation of Authority

  12. Facility Staff Responsibilities

  13. Three Prong Test

  14. Poll Question 2 When Can a Record be Destroyed? • After one year of storage on-site • VA records can never be destroyed • Records can be destroyed in accordance with the disposition as listed in the RCS 10-1 • When the department is out of space

  15. What is a Record?

  16. Record Categories- Program Records- Administrative Records

  17. Temporary vs. Permanent Records Lifecycle

  18. Poll Results

  19. Temporary vs. Permanent

  20. Is Everything a Record?

  21. Examples of Records

  22. Examples of Non-records

  23. Is it a Record? A - Full set of American Medical Association journals B - Pathology results from a surgery performed five years ago

  24. Personal Papers

  25. “Is it a Record?” Results A - Full set of American Medical Association journals B - Pathology results from a surgery performed five years ago

  26. Is it a Record? A file maintained by a HAS employee containing copies of their personal Notification of Personnel Action Form, including counseling and award letters from management.

  27. Managing Non-Records& Personal Papers

  28. Revisit Chat Room Results

  29. Problem Area – Working Files

  30. Problem AreaEmail

  31. What is a Record Inventory? A complete and accurate survey of the agency’s business information that documents the function, flow and description of records

  32. Purpose of a Records Inventory

  33. File Plan

  34. Summary

  35. Benefits of Records Maintenance

  36. Problems of Poor Records Maintenance

  37. Ask the Presenter

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