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HHS-OCIO Policy for Records Management

20220629_rev01 → 20221110_rev01COLOUR MARKS THE SEVERITY OF A FLAGGED CLAUSE · + AND − MARK ADDED AND REMOVED
531531- **RMA** - Records Management Application
532532- **RO** - Records Management Officer
533533- **SAORM** - Senior Agency Official for Records Management
534534- **StaffDiv** - Staff Division
535535- **U.S.C.** - United States Code
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537- [1.]() Definition of Records, 44 U.S.C. § 3301 (a)(1)(A)-(B) (2008). Available at: [https://www.archives.gov/about/laws/disposal-of-records.html](https://www.archives.gov/about/laws/disposal-of-records.html).
538- [2.]() For further information, please see: HHS OCIO. (2017, June 26). _HHS Security and Privacy Language for Information and Information Technology Procurements, Version 2.0._ Available at: https://intranet.hhs.gov/sites/default/files/s3fs-public/s3fs-public/2019-06/security-privacy-language\_1.pdf.
539- [3.]() Records Management by Federal Agencies, 44 U.S.C. §2901(2) (2011). Available at: [https://www.archives.gov/about/laws/records-management.html](https://www.archives.gov/about/laws/records-management.html).
540- [4.]() Agency Recordkeeping Requirements, 36 CFR Part 1222.32 (b)) (2012). Available at: [https://www.archives.gov/about/regulations/regulations.html](https://www.archives.gov/about/regulations/regulations.html).
541- [5.]() NARA Guidance on Records Management for Contracts (2019). Available at: [https://www.archives.gov/records-mgmt/policy/records-mgmt-language](https://www.archives.gov/records-mgmt/policy/records-mgmt-language).
542- [6.]() Records Disposition Programs, 36 CFR 1224.10(c) (2011). Available at: [https://www.archives.gov/about/regulations/regulations.html](https://www.archives.gov/about/regulations/regulations.html).
543- [7.]() Creation and Maintenance of Federal Records: How Must Agencies Create Records, 36 CFR Part 1222.34 (2012). Available at: [https://www.archives.gov/about/regulations/regulations.html](https://www.archives.gov/about/regulations/regulations.html).
544- [8.]() Inspection of Records, 36 CFR 1220.18 (2002). Available at: [https://www.archives.gov/about/regulations/regulations.html](https://www.archives.gov/about/regulations/regulations.html).
545- [9.]() Creation and Maintenance of Federal Records, 36 CFR Part 1222 (2012). Available at: [https://www.archives.gov/about/regulations/regulations.html](https://www.archives.gov/about/regulations/regulations.html).
546- [10.]() Records Management by Federal Agencies, 44 U.S.C. Chapter 31 (2011). Available at: [https://www.archives.gov/about/laws/fed-agencies.html](https://www.archives.gov/about/laws/fed-agencies.html).
547- [11.]() Public Money, Property or Records, 18 U.S.C. § 641 (2011). Available at: [https://www.law.cornell.edu/uscode/text/18/641](https://www.law.cornell.edu/uscode/text/18/641); see also Concealment, Removal, or Mutilation Generally, 18 U.S.C. § 2071 (2011). Available at: [https://www.law.cornell.edu/uscode/text/18/2071](https://www.law.cornell.edu/uscode/text/18/2071).
548- [12.]() OMB/NARA Directive M-19-21, Transition to Electronic Records (2019). Available at: [https://www.archives.gov/files/records-mgmt/policy/m-19-21-transition-to-federal-records.pdf](https://www.archives.gov/files/records-mgmt/policy/m-19-21-transition-to-federal-records.pdf).
549- [13.]() Definition of Records, 44 U.S.C. § 3301 (2008). Available at: [https://www.archives.gov/about/laws/disposal-of-records.html](https://www.archives.gov/about/laws/disposal-of-records.html).
550- [14.]() Scheduling Records, 36 CFR Part 1225 (2012). Available at: [https://www.archives.gov/about/regulations/regulations.html](https://www.archives.gov/about/regulations/regulations.html).
551- [15.]() General Records Schedules, 36 CFR Part 1227 (2011). Available at: [https://www.archives.gov/about/regulations/regulations.html](https://www.archives.gov/about/regulations/regulations.html).
552- [16.]() Definition of Records, 44 U.S.C. § 3301 (2008). Available at: [https://www.archives.gov/about/laws/disposal-of-records.html](https://www.archives.gov/about/laws/disposal-of-records.html).
553- [17.]() Federal Records: What Definitions Apply to the Regulations in Subchapter B, 36 CFR 1220.18 (2011). Available at: [https://www.archives.gov/about/regulations/regulations.html](https://www.archives.gov/about/regulations/regulations.html).
554- [18.]() Definition of Records, 44 U.S.C. § 3301 (2008). Available at: [https://www.archives.gov/about/laws/disposal-of-records.html](https://www.archives.gov/about/laws/disposal-of-records.html).
555- [19.]() Records Management by the Archivist of the United States and by the Administrator of General Services: Definitions, 44 U.S.C. § 2901 (2011). Available at: [https://www.archives.gov/about/laws/fed-agencies.html](https://www.archives.gov/about/laws/fed-agencies.html).
5371\. Definition of Records, 44 U.S.C. § 3301 (a)(1)(A)-(B) (2008). Available at: [https://www.archives.gov/about/laws/disposal-of-records.html](https://www.archives.gov/about/laws/disposal-of-records.html).- [back to note 1]()
5382\. For further information, please see: HHS OCIO. (2017, June 26). _HHS Security and Privacy Language for Information and Information Technology Procurements, Version 2.0._ Available at: https://intranet.hhs.gov/sites/default/files/s3fs-public/s3fs-public/2019-06/security-privacy-language\_1.pdf.- [back to note 2]()
5393\. Records Management by Federal Agencies, 44 U.S.C. §2901(2) (2011). Available at: [https://www.archives.gov/about/laws/records-management.html](https://www.archives.gov/about/laws/records-management.html).- [back to note 3]()
5404\. Agency Recordkeeping Requirements, 36 CFR Part 1222.32 (b)) (2012). Available at: [https://www.archives.gov/about/regulations/regulations.html](https://www.archives.gov/about/regulations/regulations.html).- [back to note 4]()
5415\. NARA Guidance on Records Management for Contracts (2019). Available at: [https://www.archives.gov/records-mgmt/policy/records-mgmt-language](https://www.archives.gov/records-mgmt/policy/records-mgmt-language).- [back to note 5]()
5426\. Records Disposition Programs, 36 CFR 1224.10(c) (2011). Available at: [https://www.archives.gov/about/regulations/regulations.html](https://www.archives.gov/about/regulations/regulations.html).- [back to note 6]()
5437\. Creation and Maintenance of Federal Records: How Must Agencies Create Records, 36 CFR Part 1222.34 (2012). Available at: [https://www.archives.gov/about/regulations/regulations.html](https://www.archives.gov/about/regulations/regulations.html).- [back to note 7]()
5448\. Inspection of Records, 36 CFR 1220.18 (2002). Available at: [https://www.archives.gov/about/regulations/regulations.html](https://www.archives.gov/about/regulations/regulations.html).- [back to note 8]()
5459\. Creation and Maintenance of Federal Records, 36 CFR Part 1222 (2012). Available at: [https://www.archives.gov/about/regulations/regulations.html](https://www.archives.gov/about/regulations/regulations.html).- [back to note 9]()
54610\. Records Management by Federal Agencies, 44 U.S.C. Chapter 31 (2011). Available at: [https://www.archives.gov/about/laws/fed-agencies.html](https://www.archives.gov/about/laws/fed-agencies.html).- [back to note 10]()
54711\. Public Money, Property or Records, 18 U.S.C. § 641 (2011). Available at: [https://www.law.cornell.edu/uscode/text/18/641](https://www.law.cornell.edu/uscode/text/18/641); see also Concealment, Removal, or Mutilation Generally, 18 U.S.C. § 2071 (2011). Available at: [https://www.law.cornell.edu/uscode/text/18/2071](https://www.law.cornell.edu/uscode/text/18/2071).- [back to note 11]()
54812\. OMB/NARA Directive M-19-21, Transition to Electronic Records (2019). Available at: [https://www.archives.gov/files/records-mgmt/policy/m-19-21-transition-to-federal-records.pdf](https://www.archives.gov/files/records-mgmt/policy/m-19-21-transition-to-federal-records.pdf).- [back to note 12]()
54913\. Definition of Records, 44 U.S.C. § 3301 (2008). Available at: [https://www.archives.gov/about/laws/disposal-of-records.html](https://www.archives.gov/about/laws/disposal-of-records.html).- [back to note 13]()
55014\. Scheduling Records, 36 CFR Part 1225 (2012). Available at: [https://www.archives.gov/about/regulations/regulations.html](https://www.archives.gov/about/regulations/regulations.html).- [back to note 14]()
55115\. General Records Schedules, 36 CFR Part 1227 (2011). Available at: [https://www.archives.gov/about/regulations/regulations.html](https://www.archives.gov/about/regulations/regulations.html).- [back to note 15]()
55216\. Definition of Records, 44 U.S.C. § 3301 (2008). Available at: [https://www.archives.gov/about/laws/disposal-of-records.html](https://www.archives.gov/about/laws/disposal-of-records.html).- [back to note 16]()
55317\. Federal Records: What Definitions Apply to the Regulations in Subchapter B, 36 CFR 1220.18 (2011). Available at: [https://www.archives.gov/about/regulations/regulations.html](https://www.archives.gov/about/regulations/regulations.html).- [back to note 17]()
55418\. Definition of Records, 44 U.S.C. § 3301 (2008). Available at: [https://www.archives.gov/about/laws/disposal-of-records.html](https://www.archives.gov/about/laws/disposal-of-records.html).- [back to note 18]()
55519\. Records Management by the Archivist of the United States and by the Administrator of General Services: Definitions, 44 U.S.C. § 2901 (2011). Available at: [https://www.archives.gov/about/laws/fed-agencies.html](https://www.archives.gov/about/laws/fed-agencies.html).- [back to note 19]()
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557557Content created by Office of the Chief Information Officer (OCIO)
558558Content last reviewed June 22, 2022