What collaboration services are available for electronic communications?

(1)   Web Conferencing

 (2) Instant Messaging

(3) Collaborative Workspaces

 (4) Application Sharing

   What enables to users to communicate and interact with groups large and small, in real-time, using high-impact presentations and essential collaboration tools?

Defense Connect online

  What collaborative tool provides comprehensive content management and enterprise searches?

Microsoft Office SharePoint

     What is the Air Force goal concerning accessibility to Internet resources?

Within acceptable risk levels is to provide personnel requiring access for official business maximum accessibility to internet resources.

   What continues to increase as a technique for obtaining and disseminating information worldwide?

      Name a few requirements that must be met for posting information on private web pages.

(1)   Pages do not violate venders license agreements

(2) Each page must display required warning notices & banners

(3) All top level pages must contain the web page maintainers organization, office symbol, comm. Phone, DSN phone #, organizational e-mail address.

(4) Meet minimum requirements.

    Who is the final approval authority for the internet release package?

Unit Commander

   What does “information” include?

Any statement or reception of knowledge such as facts, data, or opinions, including numerical graphic or narrative forms.

   What is the primary purpose of managing information effectively and efficiently?

Enhance Air Force mission

    What are five ways we manage information in support of information resources management?

(1)   Security

 (2) Privacy

(3) FOIA

(4) Paperwork reduction

(5) Records preservation

What are the stages of life cycle management?

(1)   Creation/collection

(2) Processing

(3) dissemination

(4) Use

(5) Storage

 (6) Disposition

    How is communications defined?

The process of sharing ideas, information and messages with others.

      What are the three parts of communications?

(1)   Sender

(2) Message

(3) Receiver

     What is the objective of the electronic communications program?

Create clear, efficient, and effective communications

    How should you write to identify who is responsible for what actions?

Active voice

      What should the average sentence length be?

15-20 words

    What type of memorandum is used if you circle, underline, or highlight the organization of office symbol of each recipient on the copy you give to them?

Multiple-address memorandum

    Where do the words “IN TURN” get typed on an “IN TURN” memorandum?

In uppercase, on line below the last address of the memorandum for element aligned with the address.

    What are the three types of formats for form memorandums?

(1)   Pre-written

(2) Fill-in

(3) Optional Statement

 What do endorsements add?

Comments directly on the original memorandum, message, or previous endorsement.

     What are the two types of endorsements?

(1)   Same-page

(2) Separate-page

  What would you do if the endorsement does not fit and must be typed on a blank piece of bond paper?

Use the separate page endorsement format

    What type of letter is used when warmth or sincerity is essential?

Personal Memorandum

 What are the three type of memorandum for records?

(1)   Separate-page

(2) Explanatory

(3) Brief

   What is a staff summary sheet used for?

Summarize staff work, to request action or forward information

 What type of paper uses fragments to present a key points, positions, and facts in a brief, orderly fashion when the user has knowledge of the subject?

Talking Papers

  What type of paper is used to advocate or convince the reader on an argument or position?

Position Papers

(1) HGS

(2) SMTP

     What class uses Fortezza cards to sign and encrypt organizational messages to ensure messages integrity, non-repudiation, and accountability?

HGS

  What takes advantage of DOD’s robust and trusted PKI?

Assigned & encrypted e-mail

  Who is responsible for ensuring the record e-mails are properly filed for access and retrieval?

The User

  What is replacing or supplementing formal Air Force formats for communications?

Electronic Messaging

      What can easily be mistaken for angry defiance when you use capital letters, exclamation points and strong adjectives and adverbs?

Positive enthusiasm

    What is the most common mistake before sending e-mail?

Check attachments

What backup method stores your old items that are important but rarely used?

Auto Archive

 What are the two ways you can archive?

(1)   Automatically

(2) Manually

   What are the steps to archive manually?

a.   On the file menu click archive, and then select whether you would like to archive all folders according to their AutoArchive settings or Archive this folder and all subfolders: if select the latter of the two (selected by default) click the folder you want to Archive.

b.      Archive items older than: Choose a date

c.       Archive file: If you want to set another destination for the archived items, you can browse and set a different location.

d.      Clock ok.

    What is considered official mail?

Official US Government business

    What is the term referring to the total system that collects, processes, and delivers communications?

(BITS) Base Information Transfer System

    Who is responsible for establishing a BITS to provide on-base distribution of communications?

Installation Commander

      Who acts as the bridge between the action office and the OMC?

(ADO) Activity Distribution Office

      What office uses and/or responds to official communications?

Action Office

   What is done with undelivered mail containing the endorsement “DO NOT FORWARD” at the end of the workday?

Must be stored in a classified storage container

  If you are suspicious of a mailing and you are unable to verify the contents with the addressee or sender what should you do?

(1)   Protect yourself, your office, & mailroom (2) Stop, do not open or handle the article (3) Isolate the article & evacuate the area (4) Do not put the article in water (5) Open windows (6) Don’t take any chances (7) Post the USPS post 84

      Name five ways to identify a suspicious package?

(1)   Return address (2) Restrictive markings (3) Sealed with tape (4) Misspelled words, badly typed or written (5) Unknown powder or suspicious substances.

1.      Match the item in Column B with the proper terms in Column A. Each item in Column B is used only once.

Column A

a.       First-Class

b.      Signature Confirmation

c.       Express

d.      Registered

e.       Certified

Column B                                                                  

(1) the most secure service the USPS system offers

 (2) Confirmation of delivery including date, time, and location, and you can request to have letter mailed to you with a copy of the recipient’s signature.

(3) Mail sealed against inspections

(4) provides a receipt to the sender and a record of delivery

(5) Fastest service offered by the USPS.

Column B                                                                  

(1) D (2)B (3) A (4) E (5) C

      What type of mail class cannot be used to send personal correspondence?

Standard Mail

 Who acts as the agent for all official on-base activities?

(BITS) Base Information Transfer System

     What is considered as “accountable mail?”

Communications for which accountability must be maintained

   What does the Air Force use to help control the communications while in Air Force channels?

Container numbers

      What is the best choice for ensuring accountable mail containers remain in a controlled environment?

Registered mail

  When you receive an accountable mail container from the activity distribution office or the OMC, what should you do?

Compare the container number with the number listed on the container receipt to make sure you’re signing for the correct package.

      When a response is not received on a receipt for classified information, within what time frame is a tracer action done?

Tracer action is initiated within 30 days for material sent within the continental United States or 45 days material sent outside the continental United States

 Match the classifications in Column A with their description in Column B. Each item in Column A is used only once.

Column A                     

1) refers to information or material of which unauthorized disclosure could reasonably be expected to cause serious damage to national security.

(2) Refers to information or material of which unauthorized disclosure could reasonably be expected to cause exceptionally grave damage to national security.

 (3) refers to information or material of which unauthorized disclosure could reasonably be expected to cause damage to national security.

1= B

2= A

3= C

   What are two classification decisions?

(1)   Original

(2) Derivative

    Who may originally classify documents?

Only individuals occupying positions specifically authorized in writing.

   What is an original classification?

Initial decision that an item of information could be expected to cause damage to the national security it is subjected to unauthorized disclosure & that the interest are best served by applying safeguards.

      Under what circumstances is information derivatively classified?

When it is paraphrased, restated, or generating in a new form.

   What will a security investigation identify?

Appropriate corrective actions that will be immediately implemented to prevent future security incidents

  Define “security violation?”

Any knowing willful negligent action that could reasonably be expected to result in an unauthorized disclosure of classified information

 What is a compromise?

Unauthorized individuals have had access to the classified information

      What should you do if you find classified material out of proper control?

Must immediately take custody of & safeguard the material, if possible, and immediately report it to their commander, or equivalent, supervisor or security manager.

      What is required for a person to receive classified information?

The proper security clearance & signed nondisclosure agreement

     How can you determine a person’s security clearance?

Joint Personnel Adjudication System

Who is responsible for determining an individual’s “need to know” for classified information?

A responsibility assigned to the authorized possessor of the classified information

  Who is responsible for ensuring individuals who need access to classified information sign the SF 312?

The Unit Commander

    Which classification of information may be transmitted through BITS?

Secret & Confidential

   Which method is used when transmitting Top Secret material to an installation serviced by diplomatic pouch?

The Department of State Diplomatic Courier Service

    When classified material is transmitted from one place to another, how should it be contained?

It shall be enclosed in two opaque, sealed envelopes wrappings or containers durable enough to properly protect the material from accidental exposure & facilitate detection of tampering

    When is it not required to use an outer container for Secret, Confidential or Unclassified information?

When entering secret & below material into the OMC

    To whom is classified material addressed?

An official government activity not a person

   What is included on the inner container of a classified package?

The complete mailing address of the sending and receiving activities, security classification markings, and any applicable instructions

      What plays a vital role in managing and operating Air Force activities?

Records

Whose rights must be protected through the proper implementation of the records management programs?

Protects the rights of the US government & persons directly affected by AF actions

      What are Draft records?

Those that can be altered and have not been signed or officially released

 What are Final records?

Those that have been signed, officially released & cannot be altered

     How must Air Force units at all levels manage records?

Systematically to make sure they are completely accurate, trustworthy & easily accessible

    Place an X by the items that qualify as records?

(1)   Stocks of publications

(2)    Electronic versions of maps

(3)   Library material acquired for reference purposes

(4)   X Photographs received by an agency of the United States government

(1)   Stocks of publications

(2)   X Electronic versions of maps

(3)   Library material acquired for reference purposes

(4)   X Photographs received by an agency of the United States government

   What records relate solely to an individual’s private affair?

Personal

1.      Match the responsibility in Column A with the position in Column B. Items in Column B may be used once, more than once, or not at all.

Column A

a.       RM

b.      FARM

c.       COR

d.      RC

Column B

 (1) manages the base staging area

 (2) Ensures offices of records receive a staff assistance visit at least every 24 months

 (3) Ensures records custodians attend record management training

 (4) maintains the office files plans and accountability for active and inactive records

 (5) ensures all personnel who create, maintain, and dispose of records attend records management training

 (6) Trains all personnel within three months of assignment, whose duties include filing, maintaining, and dispose of records.

A (1) manages the base staging area

B (2) Ensures offices of records receive a staff assistance visit at least every 24 months

C (3) Ensures records custodians attend record management training

D (4) maintains the office files plans and accountability for active and inactive records

E (5) ensures all personnel who create, maintain, and dispose of records attend records management training

A (6) Trains all personnel within three months of assignment, whose duties include filing, maintaining, and dispose of records.

     The BRM ensures offices of records receive a SAV how often?

RM ensures offices of records receive a staff assistance visit (SAV) at least every 24 months

   What is a staging area used for?

For temporary storage of records pending destruction of transfer to a federal records center

 How should you save e-mails?

Save e-mails in message format to keep all attachments intact & to store files in their native format

    What contributed to the need for an ERM solution

E-mail revolution the flow of communication & significantly contributed to the need for an ERM solution

     Who will work together to create an effective, base-wide e-record file structure?

BRM’s NCC Staff & CSA’s

   What happens to a document after it is signed or approved by an authorized authority?

Document becomes a record & must be transferred to the shared drive designated for records to ensure proper life cycle management

     Who must monitor the e-file box and assist and or file the records in the box?

FARM & RC

   Why we want to fill out the summary information on documents we create?

Final records will be easier to manage & retrieve

     How does AFRIMS ensure standardization and accuracy of every record series?

By ensuring offices Air Force wide uses the same disposition instructions for records18

 What is AFRIMS specifically responsible for automating?

Preparation & maintenance of the files maintenance & disposition plan & the files disposition control

   What does AFRIMS provide from the RDS?

An online database of tables & rules

     What tables does AFRIMS print?

Subdivisions, file disposition control file folders

     What type of material is never entered into AFRIMS?

Sensitive, Classified, or PA material

    What is the decision logic table?

The decision logic tables are read-only database which allows users to view and print series RDS information, tables, rules, disposition instruction, and notes. The decision logic tables are approved by the national archives and records administration.

    What are the first and second numbers of the decision logic tables associated with?

The first number is the publication series and the second number is assigned for control purposes only.

      What program generates the file disposition control labels?

AFRIMS

      How many tables and rules can be applied to each record series?

One

What are the requirements for placing disposition guide-card serve?

Usually affixed to the first (left) tap position of the guide card

  Where do you place the disposition control label on records located away from the file drawer?

Place the disposition control label either on each container or on a card sheet of paper in the container or binder

  Where do you place the disposition control label when a series is filed in more than one container?

Place on the first container or on each container

   What purpose do folders serve?

To group related paper records together

      What should be done with folders when they become too bulky for use?

Use more file folders as necessary. Be sure to affix more file folder labels to each additional folder and identify, on the label, the inclusive dates included on each of the file folder

  What is shown on the file folder label?

Shows the item number, series table & office of record

     What is added to the file folder label when there is a retention period of one year or longer?

The year (calendar or fiscal)

  What is done when files expand to more than one drawer?

Review the file plan to determine the inclusive series number to be placed on the drawer labels

What is the first step in filing a document?

Assemble documents for filing in the same manner as required for their creation

    What should you do prior to filing a document if an attachment is missing?

Take action to get the missing records or information included in the file or make a notation to show what part of the file is missing or where filed

  What items do you remove from a document prior to filing?

Remove all mail control forms & receipts, envelopes, & memo routing or coordination slips, except those containing remarks

      What is a record marked for filing?

Mark a record for file by using the word file & the proper office initials mark for file and & file code.

What is the primary purpose for maintaining records?

To ensure we can give needed information to decision makers whenever & wherever it is needed

File Plan

     What form do you use for cross-reference?

DD form 2861, Cross reference

   What can you use if the official cross-referencing form is not available?

Make copies of the records & file each copy in the applicable series

   What does cross-referencing provide?

Provide more reliable files service as long as excessive cross-reference is avoided

      Why are records kept?

Because they contain needed information

   Why are filing systems developed?

So information can be retrieved promptly & efficiently

     Where is the AF Form 614 filed?

Put in place of the removed record folder

    Define disposition?

A comprehensive term that includes the destruction, salvage donation or transfer to staging area or records center

   What are the two categorized area of disposition?

(1)   Transfer

(2) Destruction

 What key roles does the records disposition program play in the management of Air Force records?

Economic & efficient management of Air Force records

    What does the records disposition program consists of?

Scheduling all records for retention or periodic destruction, preserving records that reflect the organization, functions, policies, decisions, procedures, and essential transactions of the Air Force, preserving records that protect the legal and financial rights of the government and of individuals that Air Force action directly affect, offering records of enduring value for permanent preservation in the national archives, promptly and systematically disposing of records of temporary value, and setting up safeguards against illegal removal or loss, or destruction of records.

  What are the three objectives of the records disposition program?

(1)   Retire long-term (10 years old or older) paper records to authorized federal records centers. Long-term electronic records are stored within the Air Force.

 (2) Transfer short-term paper records, (less than 10 years old) to authorized local staging areas

 (3) Dispose of short-term holdings as soon as authorized

    What is the length of time the Air Force keeps a record?

Retention period

      What retention period do records have that are not authorized for a specific disposition?

Permanent

      What does enduring value mean?

The documentation will remain in existence indefinitely

   Define a temporary record?

  How do you destroy magnetic tapes or other magnetic medium?

Degauss or overwrite

     What should you do with records when a unit is resdesignated or reorganized and there is no change in function or mission?

Files are continued & cutoff the same time as if no change of status occurred

    When can records with a retention period of more than two years be retired to the proper federal records center any time after the cutoff?

In hostile or potentially hostile areas

  When can you dispose of records without regard to the table and rules?

The records are a menace to health, life, or property; A state of war or threatened war or hostile action occurs and unit is located outside

    What does the vital records program ensure?

Continuity of government during national emergencies

  What are the two traditional types of vital records?

(1)   Emergency-operating records

(2) Records to protect rights

    What is an emergency?

A situation or an occurrence of a serious nature developing suddenly & unexpectedly, and demanding immediate action

     What is a disaster?

An unexpected occurrence inflicting widespread destruction and distress and having long-term adverse effects on agency operations

    Given the importance or vital records, how should agencies arrange for offsite storage?

Agencies should arrange facility not subject to the same emergency or disaster but still reasonably accessible to agency staff

    How do records custodians accomplish the end-of-year closeout?

By transferring physical records to the inactive files area or to the staging area

      Define cutoff?

A term used for separating active records

   How often should the records custodian review the file plan?

Annually

    What determines the cutoff for active records?

Retention period

   What are the three cutoff periods?

(1)   N/A

(2) Monthly

(3) CY/FY

    How is the cutoff identified when it does not contain a month or year?

Marked as N/A

     What form is used as a packing list for transferred or retired records?

SF 135

  When is a separate SF 135 prepared?

A separate SF 135 is prepared for each series of temporary records in a shipment and for permanent records. You must also prepare a separate SF 135 for unclassified, SECRET, CONFIDENTIAL, and TOP SECRET records, regardless of volume, when records are placed in a staging area

  What minimum items should be included on deployed unit file plans?

Maintenance & disposition policy & precedent, delegations general correspondence office administrative files

    Who is the Air Force working with to establish archiving capabilities?

NARA and other major AOR areas such as CENTAF, to establish archiving capabilities within the AOR and to develop standard procedures for formatting and transferring e-records

      Who manages the staging area for a base?

(BRM) Base Records Manager

   What type of records do these facilities maintain?

These facilities keep & dispose of records w/a retention period of less than 9yrs to eliminate the expense of transporting records to FRC’s

    What types of records are not kept at the staging area?

Active records

     Who must approve a waiver to grant small volumes of 2- to- 8 year retention records to be kept in the current files area?

RM

What are some of the criteria that must be met for selecting a staging area?

Weather, lighting, heat/air, precaution against insects and rodents, security, and space

To recommend a change, addition, or deletion to the records disposition schedule

    What must you do if the disposition of the record cannot be determined in advance of the implementation of directive b/c of unknown user and reference needs for the record?

The OPR simply recommends a proposed disposition standard & submits the AF Form 525 w/a qualifying statement

     What is the minimum length of time an Air Force Form 525 stays in suspense with the records manager if a disposition cannot be determined?

6 months

     What is the Federal register?

It is the official daily publication for rules, proposed rules, and notices of Federal agencies and organizations, as well as executive orders and other presidential documents

   What are some of the responsibilities of the AFFRLO?

      (1) Act as the single poc with the office of the Federal Register (2) Provide advice/guidance to AF personnel on publishing rules and notices (3) Ensure that rules prepared by Air Force organizations include certification and statements of determination in compliance with executive, legislative, and Federal Register requirements (4) Authorize, certify, validate, obtain RIN, assign billing code, and send rules and notices to the OFR for publication in the Federal Register (5) Maintain original certifications and statements of determination

      What information does the public have a right to?

Information concerning the activities of its government

      A record requested by a member of the public who follows rules established by proper authority will not be withheld in whole or in part unless what?

Records are exempt from mandatory partial or total disclosure under the FOIA

      How does the Air Force conduct its activities?

An open manner consistent w/ the need for security & adherence to the requirements of laws & regulations

    Who obtains recommendations from the OPR for records?

FOIA Manager

      Who provides training for the FOIA program?

FOIA Manager

 Who finds and provides the requested records?

The OPR

    When is a FOIA request considered received?

When the office responsible for processing the request physically receives it

      When are fees waived?

$15.00 or less

      Within how many working days must a final response determination be made?

20 working days

   What can requestors do if they are dissatisfied with the results of a FOIA request?

Sue the Air Force

      What are the two types of FOIA request?

(1)   Simple

(2) Complex

 What type of request is processed quickly and in small volumes?

Simple

Who does a requester submit an appeal to?

Secretary of the Air Force

    What report is mandated by the statute, reported on a fiscal basis, and submitted to the Attorney General?

Annual FOIA report

Who is responsible for reporting information on the annual FOIA report?

FOIA Manager

    What does the Privacy of Act of 1974 do for individuals?

Protect individuals from unwarranted invasion of their personal privacy

   What is a system of records?

 Where must the Air Force publish a description of its records systems covered by the PA?

Federal Register

      Who is responsible to manage and safeguard the system?

System Manager

     Who is the focal point in their functional area for general PA questions and correspondence?

PA monitors

  Does a requester need to state the act when requesting records that are contained in a system of records?

No

   How many workdays, if possible, should you give a copy of the requested records to the requestor?

10 workdays

 What may a system manager ask if a third party is present during a record review?

Written consent

  When can you release information to a third party?

When the subject agrees orally or in writing

  What is the fine for maintaining PA record systems that has not been published in the federal Register or for making an unauthorized disclosure?

$5,000 maybe imposed

  What are some examples of nonreleasable information?

(1)   Marital status (2) number, name, and sex of dependents (3) Civilian educational degrees and major areas of study (4) School and year of graduation (5) Home of record (6) Home address and phone number (7) age and date of birth (8) Present or future assignments overseas (9) office and unit address and duty phone for overseas (10) race/ethnic (11) SSN

How is PA information protected?

According to its sensitivity

    What must the system manager verify to avoid unauthorized disclosure of PA information?

The identity of all requesters unless the record sought is available to anyone under the FOIA

    How are records containing personal data disposed of?

In a manner that prevents inadvertent compromise

   What are the four headings for a PA statement?

(1)   Authority

(2) Purposes

 (3) Routine uses

(4) Disclosure

  What is displayed when an information system contains PA information?

Warning banners will be displayed on the first screen to assist in safeguarding

     For official use only information is a designation that applies to what type of information?

Information that has not been given a security classification pursuant to the criteria of an Executive Order, but which may be withheld from the public because disclosure would cause a foreseeable harm to an interest by one or more FOIA exemptions

  What criteria must FOUO information meet under the FOIA?

Exemptions 2-9

   How is an individual paragraph in classified document marked as FOUO?

Placing FOUO @ the beginning of the paragraph

 What must be done if FOUO information is transmitted to authorized persons outside the DOD?

Expanding marking to explain the significance of FOUO

  How is “For Official Use Only” information protected during duty hours?

Keep-in-and-out of sight location

How is “For Official Use Only” information protected during nonduty hours?

Stored to prevent unauthorized access may keep them in an unlocked file or desk when normal internal building security is provided. If no building security, store records in a locked building, room, or if needs in a locked file cabinet, desk, or bookcase

   What is done with “For Official Use Only” when protection from public disclosure is no longer needed?

Remove the markings & tell everyone who has the records

     How is “For Official Use Only” information disposed?

By tearing each other copy into pieces

      Can “For Official Use Only” information be recycled?

Yes

   What is one objective of the publications and forms management program?

To ensure pub & forms are complete, accurate & accessible to AF users

     Who is authorized to serve as the POC for publications and forms where the Air Force serves as the lead service?

Only civilian employees or military members of the AF

Who ensures that OPR’s follow guidance on creating, maintaining, and disposing of reports according to AFI’s?

AF Network Integration Center

  Who is solely responsible for the accuracy, currency, and integrity of the contents and for compliance with their publications and forms?

The OPR

    Who at a minimum needs to be one organizational level above the OPR?

The certifying official

  What are approving officials?

*Approving officials* are senior leaders responsible for policies and guidance/procedures pertaining to their functional areas.

   What are the two types of Air Force publications?

(1)   Directive

(2) Non-Directive

All publications in the directive publications category must carry what statement in the publication header?

“COMPLIANCE WITH THIS PUBLICATION IS MANDATORY”

What are some directive publications?

(1)   Policy directives (2) Policy memorandums (3) Mission directives (4) Instructions (5) guidance memorandums (6) Manuals (7) Interservice publications (8) Supplements (9) Installation publications

    An AFPM must be converted to or integrated into an AFPD within how many days or the policy is no longer in effect and who approves all AFPM’s?

180 days; The SECAF

   What are publications that extend or add material to publications issued by higher headquarters or agencies?

Supplements

    Air Force personnel use nondirective publications in what manner?

They use publications as reference aids, “how-to” guides, or as sources of official information

   What are two types of visual aids and how are they used?

(1)   Permanent

(2) Temporary

   Describe a departmental form?

A form used Air Force wide or by more than one MAJCOM, FOA, DRU base or wing. It is prescribe by a departmental publication such as an Air Force instruction or normal

     What is important to remember if you download publications to your computer?

To periodically check the e-publishing site for changes to publications

  What is the single source for accessing, viewing, downloading, ordering, and printing electronic products?

Electronic publishing

  What are the sections in Part I of the product announcement?

(1)   Section A- publications released

(2) Section B- rescinded publications

(3) Section C- publications not yet available

(4) Section D- general information

     What is a subscription service?

It is a way to be notified by e-mail anytime there is a change to a publication or a series number

  Why is the Rehabilitation Act important in publications?

E-publishing site must comply with Section 508 of the Rehabilitation Act for all online products. It requires that when federal agencies develop, procure, maintain, or use electronic and information technology, federal employees and the general public with disabilities have access to and use of information that is comparable to access to and use of information by people without disabilities

  Why is a releasability statement added?

To specify any limitation on distribution

    How many interim changes can be issued to an Air Force departmental publication?

1 to 5, after the fifth change, the publication must be rewritten

 What are the two types of changes?

(1)   Interim

(2) Administrative

      On administrative changes, why is there no coordination required?

Because these types of changes are no substantive

    What is the fine for maintaining records systems that has not been published in the Federal Register?

$5,000

  What is the Federal Register?

Official daily publication for rules proposed rules

   What is an official system of records?

Authorized by law or executive order, needed to carry out an AF mission or function

     What should you check prior to releasing personal information to third parties?

Make sure it is authorized under the PA, consider the consequences, and check the accuracy of the information

     When can you ask a third party for personal information?

When you must verify information, want opinions or evaluations, when you can’t contact the subject, or the subject ask you

What are the two ways a PA statement may be given?

(1)   Orally

(2) In writing

   When is a PA statement given?

Given to anyone from whom you are collecting personal information that will put in a system of records

    How are SSNs protected?

Authority, purpose, routine uses, and disclosure FOUO

     How are tapes and magnetic medium destroyed?

Degauss or overwritten

  What is the purpose of the information collection and reports management program?

To reduce costly, ineffective & redundant info collection and reporting requirements

    What is the basic policy for information collection reports?

Ensure sufficient information is available to achieve military effectiveness & management

 What type of information collection requires a control symbol?

Status summary or statistical information that is complied & transmitted from one organizational component to another