Term
| What collaboration services are available for electronic communications? |
|
Definition
|
|
Term
| What enables users to communicate and interact with groups large and small, in real-time, using high-impact presentations and essential collaboration tools? |
|
Definition
| DCO - Defense Connect Online |
|
|
Term
| what collaborative tool provides comprehensive content management and enterprise information worldwide? |
|
Definition
| Microsoft Office Sharepoint |
|
|
Term
| What is the Air Force goal concerning accessibility to Internet resources? |
|
Definition
| Within acceptable risk, the goal provides personnel requiring access for official business maximum accessibility to internet resources |
|
|
Term
| What continues to increase as a technique for obtaining and disseminating information worldwide? |
|
Definition
| Use of the Web or Web technologies |
|
|
Term
| Name a few requirements that must be met for posting information on private Web pages: |
|
Definition
(1) Pages must not violate vendors' license aggreements
(2) Each page must display required warning notices and banners
(3) All top-level pages must contain the Web page maintainer's organization, office symbol, commercial telephone number, DSN and organizational e-mail address
(4) Must meet the minimum requirements |
|
|
Term
| Who is the final approval authority for the Internet release package? |
|
Definition
|
|
Term
| What does "information" include? |
|
Definition
| Any statement or reception of knowledge such as facts, data, or opionions, including numerical, graphic, or narrative forms, whether oral or maintained in any media, including computerized databases, paper, microform, or magnetic tape. |
|
|
Term
| What is the primary purpose of managing information effectively and efficiently? |
|
Definition
| To enhance the Air Force mission |
|
|
Term
| What are five ways we manage information in support of information resources management? |
|
Definition
(1) Security
(2) Privacy
(3) Freedom of Information
(4) Paperwork Reduction
(5) Records Preservation |
|
|
Term
| What are the stages of life cycle management? |
|
Definition
(1) Creation/ collection
(2) Processing
(3) Dissemination
(4) Use
(5) Storage
(6) Disposition |
|
|
Term
| How is communications defined? |
|
Definition
| The process of sharing ideas, information and messages with others |
|
|
Term
| What are the three parts of communications? |
|
Definition
(1) Sender
(2) Message
(3) Reciever |
|
|
Term
| What is the objective of the electronic communications program? |
|
Definition
| To create clear, efficient, and effective communcations |
|
|
Term
| How should you write to identify who is responsible for what actions? |
|
Definition
|
|
Term
| What should the average sentence length be? |
|
Definition
|
|
Term
| 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? |
|
Definition
| Multiple-Address Memorandum |
|
|
Term
| Where do the words "IN TURN" get typed on an IN TURN memorandum? |
|
Definition
| Type "IN TURN" in uppercase, one line below the last address of the MEMORANDUM FOR element aligned with the addresses |
|
|
Term
| What are the three types of formats for form memorandums? |
|
Definition
(1) Prewritten
(2) Fill-in
(3) Optional Statement |
|
|
Term
| What do indorsements add? |
|
Definition
| Comments directly on the original memorandum, message, or previous indorsement. |
|
|
Term
| What are the two types of indorsements? |
|
Definition
(1) Same-page
(2) Seperate-page |
|
|
Term
| What would you do if the indorsement does not fit and must be typed on a blank piece of bond paper? |
|
Definition
| Use the seperate-page indorsement format |
|
|
Term
| What type of letter is used when warmth or sincerity is essential? |
|
Definition
|
|
Term
| What are the three types of memorandum for records? |
|
Definition
(1) Seperate Page
(2) Explanatory
(3) Brief |
|
|
Term
| What is the staff summary sheet used for? |
|
Definition
| To summarize staff work, to request action or to forward information |
|
|
Term
| What type of paper uses fragments to present key points, positions, and facts in a brief, orderly fashion when the user has knowledge of the subject? |
|
Definition
|
|
Term
| What type of paper is used to advocate or convince the reader on an argument or position? |
|
Definition
|
|
Term
| What are the two classes of Air Force electronic messages? |
|
Definition
(1) Organizational HGS [High Grade Service]
(2) SMPT [Simple Mail Tranfer Protocol] |
|
|
Term
| What class uses Fortezza cards to sign and encrypt organizational messages to ensure message integrity, non-repudiation, and accoutability? |
|
Definition
|
|
Term
| What takes advantage of DOD's robust and trusted PKI? |
|
Definition
| A signed and encrypted e-mail |
|
|
Term
| Who is responsible for ensuring the record e-mails are properly filed for access and retrieval? |
|
Definition
|
|
Term
| What is replacing or supplmenting formal Air Force formats for communications? |
|
Definition
|
|
Term
| What can easily be mistaken for angry defiance when you use capital letters, exclamation points and strong adjectives and adverbs? |
|
Definition
|
|
Term
| What is the most common mistake before sending e-mail? |
|
Definition
|
|
Term
| What backup method stores your old items that are important but rarely used? |
|
Definition
|
|
Term
| What are the two ways you can archive? |
|
Definition
(1) Automatically
(2) Manually |
|
|
Term
| What are the steps to archive manually? |
|
Definition
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.) Click OK |
|
|
Term
| The Air Force Portal provides essential online resources for the Air Force at a single location, and it also does the following except? |
|
Definition
| d) Provide faster, reliable service |
|
|
Term
| Who is the approval authority for the public web page? |
|
Definition
|
|
Term
| What information is required for all top-level private Web pages? |
|
Definition
| Web page maintainer's organization, commercial and DSN phone number, and e-mail |
|
|
Term
| Who is the approval authority for the private Web pages? |
|
Definition
|
|
Term
| What is the primary purpose of managing Air Force information? |
|
Definition
| Effectively and efficiently enhance the Air Force mission |
|
|
Term
| Which of the following are ways we manage information in support of information resources management? |
|
Definition
|
|
Term
| What stage of the life cycle management provides preservation? |
|
Definition
|
|
Term
| What is the objective of the electronic communications program? |
|
Definition
| Create clear, efficient, and effective communications |
|
|
Term
| Which plain language element emphasizes the need to put your main message up front? |
|
Definition
|
|
Term
| What plain language element reinforces the message that the document is intended for the reader? |
|
Definition
|
|
Term
| On the average, about what percentage of communication do you write in the active voice to communicate effectively? |
|
Definition
|
|
Term
| Which is not a Form Memorandum? |
|
Definition
|
|
Term
| What type of Air Force correspondence recieves the most indorsements? |
|
Definition
|
|
Term
| What type of memorandum for record is an in-house document to record information that would otherwise not be recorded in writing? |
|
Definition
|
|
Term
| Multipurpose written briefs that provide information, forwards items of interest, or summarize problems are: |
|
Definition
| c) bullet background papers |
|
|
Term
| Who has the responsibility to ensure the intended reciever recieves the tasking? |
|
Definition
|
|
Term
| When an AutoArchive storage process is used what type of folder is created? |
|
Definition
|
|
Term
| Once an item is archived how is it deleted? |
|
Definition
|
|
Term
| What is considered official mail? |
|
Definition
| Official US Government Business |
|
|
Term
| What is the term referring to the total system that collects, processes, and delivers communications? |
|
Definition
| The Base Information Transfer System (BITS) |
|
|
Term
| Who is responsible for establishing a BITS to provide on-base distribution of communications? |
|
Definition
|
|
Term
| Who acts as the bridge between the action office and the OMC? |
|
Definition
| Activity Distribution Office (ADO) |
|
|
Term
| What office uses and/or responds to official communications? |
|
Definition
|
|
Term
| What is done with underlivered mail containing the endorsement "DO NOT FORWARD" at the end of the workday? |
|
Definition
| Must be stored in a classified storage container |
|
|
Term
| If you are suspicious of mailing and you are unable to verify the contents with the addressee or sender what should you do? |
|
Definition
Perform the following:
(1) - You should protect yourself, your office and your mailroom
(2) - Stop. Do not open or handle the article
(3) - Isolate the article and evacuate the immediate area
(4) - Do not put the article in water or a confined space such as a desk drawer or filing cabinet
(5) - If possible, open windows in the immediate area to assist in venting potentially explosive gases. If a situation turns out to be a fake bomb scare, postal personnel will not be held liable for the package
(6) - Do not take any chances or worry about possible embarassment if the item turns out to |
|
|
Term
| Name [five] ways to identify a suspicious package? |
|
Definition
(1) Return Address
(2) Restrictive Markings
(3) Sealed with tape
(4) Mispelled words or badly typed or written
(5) Unknown powder or suspicious substance
(6) Possibly mailed from a foreign country or excessive postage
(7) Oily stains, discolorations, crystallization or wrapper
(8) Strange Odor
(9) Incorrect title or addressed to title only
(10) Rigid or Bulky
(11) Lopsided or uneven
(12) Protruding wires |
|
|
Term
| What is the most secure serivce that the USPS system offers: |
|
Definition
|
|
Term
| ________ gives 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. |
|
Definition
| B - Signature Confirmation |
|
|
Term
| ________ is mail sealed against inspections. |
|
Definition
|
|
Term
| ______ provides a reciept to the sender and a record of delivery. |
|
Definition
|
|
Term
| ________ is the fastest service offered by the USPS. |
|
Definition
|
|
Term
| What type of mail class can not be used to send personal correspondance? |
|
Definition
|
|
Term
| Who acts as the agent for all official on-base activities? |
|
Definition
|
|
Term
| What is considered as "accountable mail?" |
|
Definition
| Communications for which accountability must be maintained |
|
|
Term
| What is considered as "accountable mail?" |
|
Definition
| Communications for which accountability must be maintained |
|
|
Term
| What does the Air Force use to help contol the communications while in Air Force channels? |
|
Definition
|
|
Term
| What is the best choice for ensuring accountable mail containers remain in a controlled environment? |
|
Definition
|
|
Term
| What is the best choice for ensuring accountable mail containers remain in a controlled environment? |
|
Definition
|
|
Term
| When you recieve an accountable mail container from the activity distribution office or the OMC, what should you do? |
|
Definition
| Compare the container number with the number listed on the container reciept to make sure you're signing for the correct package |
|
|
Term
| When a response is not recieved on a reciept for classified information, within what time frame is a tracer action done? |
|
Definition
| Tracer action is initiated 30 days for material sent within the CONUS or 45 days for OCONUS |
|
|
Term
| ________ refers to information or material of which unauthorized disclosure could reasonably be expected to cause serious damage to national security. |
|
Definition
|
|
Term
| ________ Refers to information or material of which unauthorized disclosure could reasonably be expected to cause exceptionally grave damage to national security. |
|
Definition
|
|
Term
| ________ Refers to information or material of which unauthorized disclosure could reasonably be expected to cause damage to national security. |
|
Definition
|
|
Term
| What are the two classification decisions? |
|
Definition
|
|
Term
| Who may originally classify documents? |
|
Definition
| Only individuals occupying positions specifically authorized in writing may classify documents originally |
|
|
Term
| What is an original classification? |
|
Definition
| Initial decision that an item needs to be classified |
|
|
Term
| Under what circumstances is information derivatively classified? |
|
Definition
| When it is extracted, paraphrased, restated, or generated in a new form |
|
|
Term
| What will a security investigation identify? |
|
Definition
| Appropriate corrective actions are immediately implemented to prevent future security incidents |
|
|
Term
| Define a "security violation." |
|
Definition
| Any knowing, willful, or negligent action that could reasonably be expected to result in an unauthorized disclosure of classified information |
|
|
Term
|
Definition
| When unauthorized individuals have had access to the classified information |
|
|
Term
| What should you do if you find classified material out of proper control? |
|
Definition
| Take custody of and safeguard the material, if possible, and immediately report it to their commander, or equivilant, supervisor or security manager |
|
|
Term
| What is required for a person to recieve classified information? |
|
Definition
| The need-to-know, proper security clearance, and a signed nondisclosure agreement. |
|
|
Term
| How can you determine a person's security clearance? |
|
Definition
| Joint Personal Adjudication System, confirmation from security manager, and clearance levels on orders. |
|
|
Term
| Who is responsible for determining an individual's "need-to-know" for classified information? |
|
Definition
| The authorized possessor of the classified information |
|
|
Term
| Who is responsible for ensuring individuals who need access to classified information sign the SF 312? |
|
Definition
| The Unit Commander or Staff Agency Chiefs |
|
|
Term
| Which classification(s) of information may be transmitted though BITS? |
|
Definition
|
|
Term
| Which method is used when transmitting Top Secret material to an installation serviced by diplomatic pouch? |
|
Definition
| The Department of State Diplomatic Courier Service |
|
|
Term
| When classified material is transmitted from one place to another, how should it be contained? |
|
Definition
| It shall be enclosed in two opaque, sealed envelopes, wrappings, or containers, durable enough to properly protect the material from accidental exposure and facilitate detection of tampering. |
|
|
Term
| When is it not required to use an outer container for Secret, Confidential or Unclassified information? |
|
Definition
| When entering Secret and below material into the OMC |
|
|
Term
| To whom is classified material addressed? |
|
Definition
| To an official government activity and not to a person |
|
|
Term
| What is included on the inner container of a classified package? |
|
Definition
| To complete mailing address of the sending and recieving activities, security classification markings and any applicable special instructions |
|
|
Term
| What must you do with unsealed containers endorsed "DO NOT FORWARD" that remain in action offices at the close of business? |
|
Definition
| Store in a classified storage container |
|
|
Term
| Which mail class is for use only by authorized publishers and registered news agents? |
|
Definition
|
|
Term
| When should you use certified mail? |
|
Definition
| When required by law or Department of Defense (DoD) or Air Force directives |
|
|
Term
| What two items, used together, enable us to trace a container from the sender through the base infrmation transfer system into the US Postal Service, and on the reciever? |
|
Definition
| Container numbers and DD Form 2825, Internal Reciept |
|
|
Term
| Which is an accurate example of an accountable container number? |
|
Definition
|
|
Term
| The best choice for ensuring accountable containers stay in a controlled environment is to mail them: |
|
Definition
|
|
Term
| What level of damage to national security could reasonably be expected if unauthorized disclosure of Top Secret information occured? |
|
Definition
|
|
Term
| What type of classification decision involves information that is paraphrased or restated? |
|
Definition
|
|
Term
| What is any knowing, willful, or negligent action contrary to the requirements of Executive Order 12958 that is not a security violation? |
|
Definition
|
|
Term
| What must you do when you find classified material out of proper control? |
|
Definition
| Take custody of the material and safeguard it |
|
|
Term
| What is not a factor in releasing classified information? |
|
Definition
|
|
Term
| Who determines whether the recipient has a legitimate need for access to the classified information? |
|
Definition
|
|
Term
| Top Secret material should never be sent: |
|
Definition
| Through the base information transfer system |
|
|
Term
| When is an outer container not required for the transfer of classified information? |
|
Definition
| Secret and below being entered into the base information transfer system |
|
|
Term
| What must you do when you mail materials of different classifications in one package? |
|
Definition
| Place all materials in a single inner container |
|
|
Term
| When you mail classified material, address containers to the: |
|
Definition
| Office that is to take action on it |
|
|
Term
| What plays a vital role in managing and operating Air Force activities? |
|
Definition
|
|
Term
| Whose rights must be protected through the proper implementation of the records management program? |
|
Definition
| Protects the rights of the US government and of persons directly affected by Air Force actions |
|
|
Term
|
Definition
| Those that can be altered and have not been signed or officially released |
|
|
Term
|
Definition
| Those that have been signed, officially released, and cannot be altered |
|
|
Term
| How must Air Force units at all levels manage records? |
|
Definition
| Systematically to make sure they are complete, accurate, trustworthy, and easily accessible. |
|
|
Term
| Place an X by the items that qualify as records: |
|
Definition
____(1) Stocks of publications
_x__(2) Electronic versions of maps
____(3) Library material aquired for reference purposes
_x__(4) Photographs recieved by an agency of the United States government |
|
|
Term
| What records relate solely to an individual's private afair? |
|
Definition
|
|
Term
| ____ manages the base staging area. |
|
Definition
|
|
Term
| ____ Ensures offices of records recieve a staff assistance visit at least every 24 months: |
|
Definition
|
|
Term
| ____ Ensures records custodians attend record management training: |
|
Definition
|
|
Term
| ____ Maintains the office files plan and accountability for active and inactive records: |
|
Definition
|
|
Term
| ____ Ensures all personell who create, maintain, and dispose of records, attend records management training: |
|
Definition
|
|
Term
| ____ Trains all personnel withith three months of assignment, whose duties include filing, maintaining, and disposing of records: |
|
Definition
|
|
Term
| The BRM ensures offices of record recieve a SAV how often? |
|
Definition
|
|
Term
| What is a staging area used for? |
|
Definition
| For temporary storage of records pending destruction of transfer to a federal records center |
|
|
Term
| How should you save emails? |
|
Definition
| Save emails in message format to keep all attachments intact and to store files in their native form |
|
|
Term
| What contributed to the need for an ERM solution? |
|
Definition
| Email revolutionized the flow of communication and significantly contributed to the need for an ERM solution |
|
|
Term
| Who will work together to create an effective, base-wide e-record file structure? |
|
Definition
| BRMs, NCC staff, and CSAs |
|
|
Term
| What happens to a document after it is signed or approved by an authorized authority? |
|
Definition
| The document becomes a record and must be transferred to the shared drive designated for records to ensure proper lifecycle management |
|
|
Term
| Who must monitor the e-file box and assist and or file the records in the box? |
|
Definition
|
|
Term
| Why do we want to fill out the summary information on documents we create? |
|
Definition
| Final records will be easier to manage and retrieve |
|
|
Term
| How does AFRIMS ensure standardization and accuracy of every record series? |
|
Definition
| By ensuring offices AF-wide uses the same disposition instructions for records |
|
|
Term
| What is AFRMIS specifically responsible for automating? |
|
Definition
| Preparation and maintenance of the files maintenance and disposition plan, and the files disposition control label |
|
|
Term
| What does AFRMIS provide from RDS? |
|
Definition
| An online database of tables and rules |
|
|
Term
| What labels does AFRMIS print? |
|
Definition
| Subdivisions, file disposition control, and file folder labels |
|
|
Term
| What type of material is never entered into AFRIMS? |
|
Definition
| Sensitive, classified, or PA material |
|
|
Term
| What is the decision logic table? |
|
Definition
| A read-only database which allows users to view and print series RDS info, tables, rules, disposition instruction, and notes. The decision logic tables are approved by the national archives and records administration. |
|
|
Term
| What are the first and second series numbers of the decision logic tables associated with? |
|
Definition
1st - publication series
2nd - assigned for control purposes only |
|
|
Term
| What program generates the file disposition control labels? |
|
Definition
|
|
Term
| How many tables and rules can be applied to each record series? |
|
Definition
|
|
Term
| What are the requirements for placing disposition control labels on a guide card? |
|
Definition
| Usually affixed to the first (left) tap position of the guide card, the main thing is to be consistent throughout your files |
|
|
Term
| What purpose does the dispsition guide card serve? |
|
Definition
| Serves to identify the records filed behind it and to provide cutoff and diposition instructions for the records |
|
|
Term
| Where do you place the dispostion control labels on records located away from the file drawer? |
|
Definition
| Either on each container or on a card or sheet of paper in the container or binder, where it is obvious |
|
|
Term
| Where do you place the dispostion control labels when a series is filed in more than one container? |
|
Definition
| Place on the first container or on each container |
|
|
Term
| What purpose do folders serve? |
|
Definition
| To group related paper records together |
|
|
Term
| What should be done with folders when they become too bulky for use? |
|
Definition
| Use more file folders as necessary. Be sure to affix more file folder labels to each additional folder and identify, on the label, the inculsive dates included on each of the file folders |
|
|
Term
| What is shown on the file folder label? |
|
Definition
| The item number, series title, and the office of record |
|
|
Term
| What is added to the file folder label when there is a retention period of one year or longer? |
|
Definition
| The year (calendar or fiscal) |
|
|
Term
| What is done when files expand to more than one drawer? |
|
Definition
| Review the file plan to determine the inclusive series number to be placed on the drawer labels. |
|
|
Term
| What is the first step in filing a document? |
|
Definition
| Assemble documents for filing in the same manner as required for their creation, dispatch, and use with the latest action on top |
|
|
Term
| What should you do prior to filing a document if an attachment is missing? |
|
Definition
| 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, if included in antother series |
|
|
Term
| What items do you remove from a document prior to filing? |
|
Definition
| Remove all mail control forms and reciepts, envelopes, and memo routing or coordination slips, except those containing remarks of significant record value |
|
|
Term
| How is a record marked for filing? |
|
Definition
| Mark records for file by using the word "file" adn the proper official's initials. Mark for file and file code in the upper right hand corner of the record. Use the item number of the seperate series from the file plan |
|
|
Term
| What is the primary purpose for maintaing records? |
|
Definition
| To ensure we can give needed information to decision makers whenever and wherever it is needed |
|
|
Term
| What is the first item in a file plan? |
|
Definition
|
|
Term
| What form do you use for cross-referencing? |
|
Definition
| DD Form 2861, Cross-Reference |
|
|
Term
| What can you use if the official cross-referencing form is not available? |
|
Definition
| Make copies of the records and file each copy in the applicable series |
|
|
Term
| What does cross-referencing provide? |
|
Definition
| More reliable files service as long as excessive cross-referencing is avoided |
|
|
Term
|
Definition
| Because they contain needed information |
|
|
Term
| Why are filing systems developed? |
|
Definition
| So information can be retrieved promptly and efficiently |
|
|
Term
| Where is the AF Form 614 filed? |
|
Definition
| Put in place of the removed record or file |
|
|
Term
| ____ is a comprehensive term that includes the destruction, salvage, donation, or transfer to staging area or records center; tranfer from one organization to another |
|
Definition
|
|
Term
| What are the two categorized areas of disposition? |
|
Definition
(1) Transfer
(2) Destruction |
|
|
Term
| What key roles does the records dispostition program play in the management of AF records? |
|
Definition
| Economic and efficient management of AF records |
|
|
Term
| What does the records disposition program consist of? |
|
Definition
| Scheduling all records for retention or period destruction, preserving records that reflect the organization, functions, policies, decisions, procedures, and essential transactions of the AF, preserving records that protect the legal and financial rights of the government & of individuals that AF action directly affect, offering records of enduring value for permanent preservation in the national archives, promptly adn systematically disposing of records of temporary vale, and setting up safeguards against illegal removal, loss, or destruction of records |
|
|
Term
| What are the three objectives of the records dispostion program? |
|
Definition
(1) Retire long-term (10 years or older) paper records to authorized federal records centers. Long-term electronic records are stored within the AF
(2) Transfrer short-term paper records, (less than 10 yrs old) to authorized local staging areas
(3) Dispose of short-term holdings as soon as authorized |
|
|
Term
| What is the length of time the AF keeps a record called? |
|
Definition
|
|
Term
| What retention period do records have that are not authorized for a specific disposition? |
|
Definition
|
|
Term
| What does enduring value mean? |
|
Definition
| The documentation will remail in existence indefinetely |
|
|
Term
| ____ is any record identified by the Archivist of the United States to have insufficient value to warrant preservation by the National Archivists |
|
Definition
|
|
Term
| How do you destroy magnetic tapes or other magnetic medium? |
|
Definition
|
|
Term
| What should you do with records when a unit is redesignated or reorganized and there is no change in function or mission? |
|
Definition
| Files are continued and cut off the same way and at the same time as if no change of status had occured. |
|
|
Term
| 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? |
|
Definition
| In hostile or potentially hostile areas |
|
|
Term
| When can you dispose of records without regard to the table and rules? |
|
Definition
| The records are a menace to health, life, or property; A state of war or threatened war of hostile action occurs and the unit is located outside the CONUS. In this case, destroy the records; Keeping the records would be prejudicial to the interest of the US; If the records are taking up space urgently needed for military purposes; The records are not considered valuable enough to warrant preservation |
|
|
Term
| What does the vital records program ensure? |
|
Definition
| Continuity of government during national emergencies |
|
|
Term
| What are the two traditional types of vital records? |
|
Definition
(1) Emergency-operating records
(2) Records to protect rights |
|
|
Term
|
Definition
| A situation or an occurence of a serious nature, developing suddenly and unexpectedly, and demanding immediate action |
|
|
Term
|
Definition
| An unexpected occurence inflicting widespread destruction and distress and having long-term adverse effects on agency operations |
|
|
Term
| Given the importance of vital records, how should agencies arrange for offsite storage? |
|
Definition
| Agencies should arrange a facility not subject to the same emergency or disaster but still reasonably accessible to agency staff |
|
|
Term
| How do records custodians accomplish the end-of-year closeout? |
|
Definition
| By transferring physical records to the inactive files area or to the staging area |
|
|
Term
| ____ is a term used for seperating active records from inactive records |
|
Definition
|
|
Term
| How often should the records custodian review the file plan? |
|
Definition
|
|
Term
| What determines the cutoff for active records? |
|
Definition
|
|
Term
| What are the three cutoff periods? |
|
Definition
(1) N/A
(2) Monthly
(3) CY/FY |
|
|
Term
| How is the cutoff identified when it does not contain a month or year? |
|
Definition
|
|
Term
| What form is used as a packing list for transferred or retired records? |
|
Definition
| SF 135, Records transmittal and reciept |
|
|
Term
| When is a seperate SF 135 prepared? |
|
Definition
| For each series of temporary records in a shipment and for permanent records. You must also prepare a seperate SF 135 for unclassified, SECRET, CONFIDENTIAL, and TOP SECRET records, regardless of volume, when records are placed in a staging area |
|
|
Term
| What minimum items should be included on deployed unit file plans? |
|
Definition
| Maintenance and disposition, policy and precedent, delegations, general correspondence, office administrative files, transitory, word processing files hard copy maintained in organized file, and presentation in accordance with the RDS |
|
|
Term
| What record management advice did the DOD provide on 15 August 2003? |
|
Definition
| That records on combat operations in Iraq and those of all major deployments are of historical value and must be preserved for future studies and analyses |
|
|
Term
| Who is the Air Force working with to establish archiving capabilities? |
|
Definition
| 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. |
|
|
Term
| Who manages the staging area for a base? |
|
Definition
|
|
Term
| What type of records do staging areas maintain? |
|
Definition
| They keep and dispose of records with a retention preiod of less than nine years to eliminate the expense of transporting records to the FRCs |
|
|
Term
| What type of records are not kept at the staging area? |
|
Definition
|
|
Term
| Who must approve a waiver to grant small volumes of 2- to 8- year retention records to be kept in the current files area? |
|
Definition
|
|
Term
| What are some of the criteria that must be met for selecting a staging area? |
|
Definition
| Weather, lighting, heat/air, precaution against insects/ rodents, security, and space. |
|
|
Term
| What does an OPR use an AF Form 525, Records Disposition Recommendation, for? |
|
Definition
| To recommend a change, addition, or deletion to the records disposition schedule |
|
|
Term
| What must you do if the disposition of the record cannot be determined in advance of the implementation of a directive because of unknown user and reference needs for the record? |
|
Definition
| The OPR simply recommends a proposed disposition standard and submits the AF Form 525 with a qualifying statement. |
|
|
Term
| What is the minimum length of time an AF Form 525 stays in suspense with the records manager of a disposition cannot be determined? |
|
Definition
|
|
Term
| What is the Federal Register? |
|
Definition
| 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 |
|
|
Term
| What are some of the responsibilities of the AFFRLO? |
|
Definition
(1) Act as the single POC w/ the office of the Federal Register
(2) Provide advice/ guidance to AF personnel on publishing rules and notices
(3) Ensure that rules prepared by AF 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 certificates adn statements of determination |
|
|
Term
| Air Force units at what level must document their organization, function, and activities and preserve their records by implementing effective lifestyle management procedures within their areas of responsibility? |
|
Definition
|
|
Term
| Which of the following is not an expample of an Air Force record? |
|
Definition
|
|
Term
| What type of record is created when the ANG is creating the records and the federal emergency management agency gets involved and federal dollars are put towards the emergency? |
|
Definition
|
|
Term
| Once they are assigned, active duty personnel whose duties include filing, maintaining, and disposing of official records, must be trained within: |
|
Definition
|
|
Term
| Who appoints a records custodian? |
|
Definition
| Cheif of Office of Record (COR) |
|
|
Term
| Who should know and implement the records maintenance, use, and dispostition policies and procedures for records maintained? |
|
Definition
|
|
Term
| By filling out summary information for documents you create, you final records will be: |
|
Definition
| Easier to manage and retrieve |
|
|
Term
| How does the Air Force Records Information Management System (AFRIMS) ensure standardization and accuracy of every records series? |
|
Definition
| Ensuring offices AF-wide use the same disposition instructions for records |
|
|
Term
| What type of labels does AFRIMS print? |
|
Definition
|
|
Term
| The AFRIMS generates a file disposition control label for: |
|
Definition
| Each item listed on the file plan |
|
|
Term
| How many disposition authorities (table and rule) are allowed per records series? |
|
Definition
|
|
Term
| What identifies file records and provides the cutoff for the records? |
|
Definition
|
|
Term
| Where are labels placed on file folders? |
|
Definition
| Placement is based on the needs of the office and is consistent |
|
|
Term
| What information does not appear on a subdivision label? |
|
Definition
|
|
Term
| What is reviewed when files expand to more than one drawer or files are filed in other locations to determine the inclusive series numbers to be places on the drawer label? |
|
Definition
|
|
Term
| What should you remove from a document prior to filing? |
|
Definition
|
|
Term
| Why is the file plan filed as the first item in a filing system? |
|
Definition
| To help retrieve filed documents efficiently |
|
|
Term
| What gives the reader a reference trail to follow when a document is located somewhere else? |
|
Definition
|
|
Term
| When using additional copies of a record for cross-referencing, how is the cross-reference location identified? |
|
Definition
| Mark each copy by circling the appropriate file code showing where the duplicate copies are filed |
|
|
Term
| Cross-referencing provides more reliable files service as long as: |
|
Definition
| Excessive cross-referencing is avoided |
|
|
Term
| What determination must be made before a record can be loaned to an authorized person? |
|
Definition
| Period of time the record is needed |
|
|
Term
| What is "disposition", when dealing with AF records? |
|
Definition
| Actions taken with inactive records |
|
|
Term
| What is dispostion based when dealing with AF records? |
|
Definition
|
|
Term
| How does the records disposition program play a key role in the management of AF records? |
|
Definition
| Economic and efficient management |
|
|
Term
| How are long-term paper records 10 years or older handled? |
|
Definition
| Retired to authorized federal records centers |
|
|
Term
| Who is authorized to approve the permanent retention of records? |
|
Definition
| Archivist of the United States |
|
|
Term
| When units change status but do not change function or mission, files are: |
|
Definition
| continued and cut off the same way and at the same time as if no change of status had occured |
|
|
Term
| The emergency disposal of records, without regard to tables and rules, is applied when the records: |
|
Definition
| are a menace to health, life, or property |
|
|
Term
| What is the first part of the plan when developing a vital records plan? |
|
Definition
| Description of the records |
|
|
Term
| Each of the following is a description of files cutoff except: |
|
Definition
a. Physically stop adding records to a series
b. Separarting active records from inactive records
c. Transfer of eligable records to the records staging area
d. Point in time when records are no longer placed in the active file |
|
|
Term
| Which of the following is not a cutoff period? |
|
Definition
a. Monthly
b. Quarterly
c. Fiscal Year (FY)
d. Calendar Year (CY) |
|
|
Term
| At least how many years remaining retention must records have to be shipped to a federal records center? |
|
Definition
|
|
Term
| What type of records does the SF 135, Records Transmittal and Reciept, identify? |
|
Definition
| Retirement to a federal records center or staging center only |
|
|
Term
| What type of records does the staging area store? |
|
Definition
|
|
Term
| Who approves a waiver to keep small volumes of 2- to 8- year retention periods in the current files area? |
|
Definition
| Base Records Manager (BRM) |
|
|
Term
| What does the staging area review to determine what records are eligable for disposal and when? |
|
Definition
| SF Form 135, Records Transmittal and Reciept before the end of each Calendar Year (CY) or fiscal year (FY) |
|
|
Term
| To recycle Privacy Act (PA) Material, what must recycling contracts include? |
|
Definition
| Specific contract clause on safeguarding privacy material until its destruction |
|
|
Term
| Who does the office of primary responsibility (OPR) submit an AF IMT 525, Records Disposition Recommendation, to? |
|
Definition
|
|
Term
| Which of the following is an objective for determing retention? |
|
Definition
| How much AF documentation is really essential |
|
|
Term
| What is the official daily publication for rules, proposed rules, and notices of federal agencies and organizations, and other preseidential documents? |
|
Definition
|
|
Term
| What is one of the duties of the Air Force Federal Register Liaison Office (AFFRLO)? |
|
Definition
| Provide advice/ guidance to Air Force personnel on publishing rules and notices |
|
|
Term
| What information does the public have a right to? |
|
Definition
| Information concerning the activities of its government |
|
|
Term
| 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? |
|
Definition
| The records are exempt from mandatory partial or total disclosure under the FOIA |
|
|
Term
| How does the Air Force conduct its activities? |
|
Definition
| In an open manner consistent with the need for security and adherence to the requirements of laws and regulations |
|
|
Term
| Who obtains recommendations from the OPR for records? |
|
Definition
|
|
Term
| Who provides training for the FOIA program? |
|
Definition
|
|
Term
| Who finds and provides the requested records? |
|
Definition
|
|
Term
| When is a FOIA request considered received? |
|
Definition
| When the office responsible for processing the request physically recieves it |
|
|
Term
|
Definition
| When the cost is $15.00 or less |
|
|
Term
| Within how many working days must a final response determination be made? |
|
Definition
|
|
Term
| What can requesters do if they are dissatisfied with the results of a FOIA request? |
|
Definition
|
|
Term
| What are the two types of FOIA request? |
|
Definition
|
|
Term
| What type of request is processed quickly and in small volumes? |
|
Definition
|
|
Term
| Who does a requester submit an appeal to? |
|
Definition
| Secretary of the Air Force |
|
|
Term
| What report is mandated by the statute, reported on a fiscal bases, and submitted to the Attorney General? |
|
Definition
| Annual Freedom of Information Act Request |
|
|
Term
| Who is responsible for reporting information on the annual FOIA report? |
|
Definition
|
|
Term
| What does the Privacy Act of 1974 do for individuals? |
|
Definition
| Protect individuals from unwarranted invasion of their personal privacy |
|
|
Term
| What is system of records? |
|
Definition
| The PA defines a system of records as any group of agency records, in paper or electronic form, which contains information about people from which information is retrieved by a personal identifier, such as a person's name, social security number, patient indentification number, and so forth, through a cross-refrence system |
|
|
Term
| Where must the Air Force publish a description of its records systems covered by the PA? |
|
Definition
|
|
Term
| Who is responsible to manage and safeguard the system? |
|
Definition
|
|
Term
| Who is the focal point in their functional area for general PA questions and correspondance? |
|
Definition
|
|
Term
| Does a requester need to state the act when requesting records that are contained in a system of records? |
|
Definition
|
|
Term
| How many workdays, if possible, should you give a copy of the requested records to the requestor? |
|
Definition
|
|
Term
| What may a system manager ask if a third party is present during a record review? |
|
Definition
|
|
Term
| When can you release information to a third party? |
|
Definition
| When the subject agrees orally or in writing |
|
|
Term
| What is the fine for maintaining PA record systems that has not been published in the Federal Register or for making an unauthorized disclosure? |
|
Definition
|
|
Term
| What are some examples of nonreleasable information? |
|
Definition
| (1) Maital 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 of future assignments overseas (9) Office and unit address and duty phone for overseas (10) Race/ ethnic origin (11) SSN |
|
|
Term
| How many days does a system manager have to process access denials? |
|
Definition
| 5 workdays after you recieve the request for access |
|
|
Term
| How is PA information protected? |
|
Definition
| According to its sensitivity |
|
|
Term
| What must the system manager verify to avoid unauthorized discolsure of PA information? |
|
Definition
| The identity of all requesters unless the records sought is available to anyone under the FOIA |
|
|
Term
| How are records containing personal data disposed of? |
|
Definition
| In a manner that prevents inadvertent compormise |
|
|
Term
| What are the four headings for a PA statement? |
|
Definition
(1) Authoirty
(2) Purposes
(3) Routine uses
(4) Disclosure |
|
|
Term
| What is displayed when an information systems contains PA information? |
|
Definition
| Warning banners will be displayed on the first screen to assist in safeguarding the information |
|
|
Term
| What is displayed when an information systems contains PA information? |
|
Definition
| Warning banners will be displayed on the first screen to assist in safeguarding the information |
|
|
Term
| For official use only information is a designation that applies to what type of information? |
|
Definition
| 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 forseeable harm to an interest protected by one or more FOIA exemptions |
|
|
Term
| What criteria must FOUO information meet under the FOIA? |
|
Definition
|
|
Term
| How is an individual paragraph in a classified document marked as For Official Use Only? |
|
Definition
| By placing "(FOUO)" at the beginning of the paragraph |
|
|
Term
| What must be done if FOUO information is transmitted to authorized persons outside the DOD? |
|
Definition
| Expanded marking to explain the significance of the FOUO markings must be used |
|
|
Term
| How is "For Official Use Only" information protected during duty hours? |
|
Definition
| Keep in an out-of-sight location |
|
|
Term
| How is "For Official Use Only" information protected during non-duty hours? |
|
Definition
| 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 |
|
|
Term
| What is done with "For Official Use Only" when protection from public disclosure is no longer needed? |
|
Definition
| Remove the markings, and tell everyone who has the records that the status has chaned |
|
|
Term
| How is "For Official Use Only" information disposed? |
|
Definition
| By tearing each copy into pieces (to prevent reconstruction) and placing them in regular trash containers |
|
|
Term
| The Department of Defense's (DoD) policy on providing information on its activities in an open manner to the general public is to provide: |
|
Definition
| A maximum amount of accurate and timely information concerning its activies |
|
|
Term
| Who is responsible for preparing and coordinating on all proposed replies to a Freedom of Information Act (FOIA) requestor? |
|
Definition
|
|
Term
| Who is the focal point for the FOIA portion of the installation web site? |
|
Definition
|
|
Term
| Who finds and provides the requested records and helps to determine whether to release the records? |
|
Definition
| Office of Primary Responsibility (OPR) |
|
|
Term
| Who acts as the declassification authoriy when such action is appropriate and coordinates the release or denial of records? |
|
Definition
|
|
Term
| Freedom of Information Act (FOIA) requests categorized as simple involve records that are: |
|
Definition
|
|
Term
| Who does a requestor submit an appeal to, when a FOIA office withholds a record from release because they determined the record is exempt under one or more of the exemptions? |
|
Definition
| Secretary of the Air Force |
|
|
Term
| An official system of record must be: |
|
Definition
| Authorized by law or exucutive order |
|
|
Term
| Who is the focal point in a functional area for general Privacy Act (PA) questions? |
|
Definition
|
|
Term
| What type of request allows other Air Force directives to give individual access to Privacy Act (PA) records? |
|
Definition
|
|
Term
| To avoid conflicts or discrepancies, the best possible source for collecting personal data is: |
|
Definition
| The subject of the record |
|
|
Term
| When working with PA information, if more protection is needed for a system of records, be sure to balance the: |
|
Definition
| Additional protection measures against risk and cost |
|
|
Term
| What is used to determine the disposal of PA records? |
|
Definition
| Records retention schedule |
|
|
Term
| Which element of a PA statement shows the reason you are collecting the information? |
|
Definition
|
|
Term
| What type of information should be considered and protected as FOUO? |
|
Definition
| Information that may be withheld because disclosure would cause a foreseeable harm to an interest protected by the FOIA |
|
|
Term
| What actions are appropriate when unauthorized discolsure of FOUO records occurs? |
|
Definition
| Appropriate administrative actions to fix the cause, disciplinary actions as needed, and notify the originating organization |
|
|
Term
| When should FOUO markings on a file or document be terminated? |
|
Definition
| When circumstances indicate the information no longer requires protection from public disclosure |
|
|
Term
| What is one objective of the publications and forms management program? |
|
Definition
| To ensure publications and forms are complete, accurate, current, and accessible to Air Force users |
|
|
Term
| Who is authorized to serve as the POC for publications and forms where the Air Force serves as the lead service? |
|
Definition
| Only civilian employees or military members of the Air Force |
|
|
Term
| Who ensures that OPRs follow guidance on creating, maintaining, and disposing of reports according to AFIs? |
|
Definition
| Air Force Network Integration Center |
|
|
Term
| Who is solely responsible for the accuracy, currency, and integrity of the contents and for compliance with their publications and forms? |
|
Definition
|
|
Term
| Who at a minimum needs to be one organizational level above the OPR? |
|
Definition
|
|
Term
| What are approving officials? |
|
Definition
| Approving officials are senior leaders responsible for policies and guidance/ procedures pertaining to their functional areas |
|
|
Term
| What are the two types of Air Force publications? |
|
Definition
(1) Directive
(2) Non-directive |
|
|
Term
| All publications in the directive publications category must carry what statement in the publication header? |
|
Definition
| "COMPLIANCE WITH THIS PUBLICATION IS MANDATORY" |
|
|
Term
| What are some directive publications? |
|
Definition
(1) Policy directives (2) Policy memorandums
(3) Mission directives (4) Instructions
(5) Guidance memorandums (6) Manuals
(7) Interservice publications (8) Supplements
(9) Installation publications |
|
|
Term
| An AFPM must be converted to or integrated into an AFPD within how many days or the policy is no longer in affect and who approves all AFMPs? |
|
Definition
|
|
Term
| What are publications that extend or add material to publications issued by higher headquarters or agencies? |
|
Definition
|
|
Term
| Air Force personnel use nondirective publications in what manner? |
|
Definition
| They use these publications as reference aids, "how-to" guides, or as sources of official information |
|
|
Term
| What are the two types of visual aids and how are they used? |
|
Definition
(1) Permanent is used to explain or instruct
(2) Temporary is to inform or motivate, such as a poster promoting safe driving |
|
|
Term
| Describe a departmental form: |
|
Definition
| A form used AF-wide or by more than one MAJCOM, FOA, DRU, base or wing. it is prescribed by a departmental publication such as an AF Instruction or Manual |
|
|
Term
| What is important to remember if you download publications to your computer? |
|
Definition
| To periodically check the e-publishing site for changes to publications |
|
|
Term
| What is the single source for accessing, viewing, downloading, ordering and printing electronic products? |
|
Definition
| Electronic Pulishing ( E-pubs) |
|
|
Term
| What are the sections in Part 1 of the product announcement? |
|
Definition
(1) Section A - publications released
(2) Section B - rescinded publications
(3) Section C - publications not yet available
(4) Section D - general information |
|
|
Term
| What is a subscription service? |
|
Definition
| It is a way to be notified by an e-mail anytime there is a change to a publication or a series number |
|
|
Term
| Why is the Rehibilitation Act important in publications? |
|
Definition
| E-publishing site must comply with Section 508 of the Rehibilitation 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 |
|
|
Term
| Why is a releasability statement added? |
|
Definition
| To specify any limitations on distribution |
|
|
Term
| How many interim changes can be issued to an AF departmental publication? |
|
Definition
| 1 to 5, after the fifth change, the publication must be rewritten |
|
|
Term
| What are the two types of changes? |
|
Definition
(1) Intermin
(2) Administrative |
|
|
Term
| On administrative changes, why is there no coordination required? |
|
Definition
| Because these types of changes are non-substansive |
|
|
Term
| What is the fine for maintaining a record system that has not been published in the Federal Register? |
|
Definition
|
|
Term
| What is the Federal Register? |
|
Definition
| Official daily publication for rules, proposed rules and notices |
|
|
Term
| What is an official system of records? |
|
Definition
| Authorized by law or Executive Order, needed to carry out an AF mission or function, and published in the Federal Register |
|
|
Term
| What should you check prior to releasing personal information to third parties? |
|
Definition
| Make sure it is authorized under the PA, consider the consequences, and check accuracy of the information |
|
|
Term
| When can you ask a third party for personal information? |
|
Definition
| When you must verify information, want opinions or evaluations, when you can't contact the subject, or the subject ask you |
|
|
Term
| What are the two ways a PA statement may be given? |
|
Definition
|
|
Term
| When is a PA statement given? |
|
Definition
| Given to anyone from whom you are collecting personal information that will be put into a system or records or when asking for a SSN |
|
|
Term
|
Definition
| Authority, prupose, routine uses, and disclosure - FOUO |
|
|
Term
| How are tapes and magnetic medium destroyed? |
|
Definition
|
|
Term
| What is the purpose of the information collection and reports management program? |
|
Definition
| To reduce costly, ineffective, and redundant information collection and reporting requirements |
|
|
Term
| What is the basic policy for information collection reports? |
|
Definition
| Ensure sufficient information is available to achieve military effectiveness and management efficiency |
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Term
| What type of information collection requires a control symbol? |
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Definition
| Status, summary, or statistical information that is complied and transmitted from one organizational component to another |
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Term
| What are the steps in the publishing process of electronic products? |
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Definition
| Formatting, posting, storing |
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Term
| Who is authorized to serve as the point of contact for, provide coordination on, certify, and/or approve official AF publications and forms? |
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Definition
| Only civilian employees or military members of the AF |
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Term
| Who is authorized to serve as the point of contact for, provide coordination on, certify, and/or approve official AF publications and forms? |
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Definition
| Only civilian employees or military members of the AF |
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Term
| A special review of a publication or form is conducted when the: |
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Definition
| OPR decides a publication needs to be changed before its two-year review |
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Term
| When should you establish a formal paper version requirement of publications? |
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Definition
| Mission-related needs only |
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Term
| Administrative changes to publications do not affect subject matter ... |
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Definition
| Content, authority, purpose, and application |
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Term
| Up to what amount is the fine that may be imposed for maintaining a PA records system that has not been published in the Federal Register or for making an unauthorized disclosure? |
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Definition
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Term
| To reduce costly, ineffective, and redundant information collections and reporting requirements is the information collection and reports management programs; |
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Definition
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Term
| What is the management tool used to monitor and control internal reporting requirements? |
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Definition
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