Term
| How often should the records custodian review the file plan |
|
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
On the average, about what percentage of communication do you write in the active voice to
communicate effectively? |
|
Definition
|
|
Term
| What is AFRIMS specifically responsible for automating? |
|
Definition
| Preparation and maintenance of the files maintenance and disposition plan, and the files disposition control label |
|
|
Term
| What type of request is processed quickly and in small volumes? |
|
Definition
|
|
Term
| To whom is classified material addressed? |
|
Definition
| An official government activity and not to a person |
|
|
Term
What level of damage to national security could reasonably be expected if unauthorized
disclosure of Top Secret information occurred? |
|
Definition
|
|
Term
|
Definition
| Refers to information or material of which unauthorized disclosure could reasonably be expected to cause exceptionally grave damage to national security |
|
|
Term
What is the term referring to the total system that collects, processes, and delivers
communications? |
|
Definition
|
|
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 is the best choice for ensuring accountable mail containers remain in a controlled
environment? |
|
Definition
|
|
Term
| When should you use certified mail? |
|
Definition
| When required by law or Department of Defense (DOD) or Air Force directives. |
|
|
Term
| When should For Official Use Only (FOUO) markings on a file or document be terminated |
|
Definition
| When circumstances indicate the information no longer requires protection from public disclosure. |
|
|
Term
| Under what circumstances is information derivatively classified? |
|
Definition
| When it is extracted, paraphrased, restated, or generated in a new form. |
|
|
Term
| Who will work together to create an effective, base-wide e-record file structure? |
|
Definition
| The BRM, NCC staff, and the CSA |
|
|
Term
Air Force units at what level must document their organization, function, and activities and
preserve their records by implementing effective lifecycle management procedures within their
areas of responsibility? |
|
Definition
|
|
Term
| What must you do when you mail materials of different classifications in one package? |
|
Definition
| Place all material in a single inner container |
|
|
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 activities |
|
|
Term
Where do you place the disposition control label when a series is filed in more than one
container? |
|
Definition
| Place on the first container or on each container |
|
|
Term
| Who does a requester submit an appeal to? |
|
Definition
| Secretary of the Air Force |
|
|
Term
| What are the three types of formats for form memorandums? |
|
Definition
| 1. Prewritten 2. Fill-in 3. Optional statement |
|
|
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
| 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
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
| 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 or 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 United States; If the records are taking up space urgently needed for military purposes; The records are not considered valuable enough to warrant preservation. |
|
|
Term
| Who may originally classify documents? |
|
Definition
| Only individuals occupying positions specifically authorized in writing may classify documents originally |
|
|
Term
| Maintains the office file plans and accountability for active and inactive records. |
|
Definition
|
|
Term
|
Definition
| Mail sealed against inspections |
|
|
Term
| What is replacing or supplementing formal Air Force formats for communications? |
|
Definition
|
|
Term
| What type of mail class can not be used to send personal correspondence? |
|
Definition
|
|
Term
| What is "disposition," when dealing with Air Force records? |
|
Definition
| Time when you stop filing in the active records |
|
|
Term
| Which is an accurate example of an accountable container number? |
|
Definition
|
|
Term
Who acts as the declassification authority when such action is appropriate and coordinates
the release or denial of records? |
|
Definition
| Office of primary responsibility (OPR). |
|
|
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 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
When working with Privacy Act (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 a system of records? |
|
Definition
| The PA defines a system of records as any group of agency records, in paper or electronic from, which contains information about people from which information is retrieved by a personal identifier, such as a person's name, SSN, patient id number, and so forth, through a cross-reference system |
|
|
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 is the first part of the plan when developing a vital records plan? |
|
Definition
| Description of the records |
|
|
Term
|
Definition
| Provides a receipt to the sender and a record of delivery |
|
|
Term
| What is considered official mail? |
|
Definition
| Official US government business |
|
|
Term
| What plays a vital role in managing and operating Air Force activities? |
|
Definition
|
|
Term
| What is a staff summary sheet used for? |
|
Definition
| To summarize staff work, to request action or to forward information |
|
|
Term
|
Definition
| 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 |
|
|
Term
| Who manages the staging area for a base? |
|
Definition
|
|
Term
| Who is authorized to approve the permanent retention of records? |
|
Definition
| Archivist of the United States |
|
|
Term
|
Definition
| Refers to information or material of which unauthorized disclosure could reasonably be expected to cause serious damage to national security |
|
|
Term
| What are the three objectives of the records disposition program? |
|
Definition
| (1) Retire long-term (10 years old or older) paper records to authorized federal record 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. |
|
|
Term
| When classified material is transmitted from one place to another, how should it be contained? |
|
Definition
| It shall be enclosed in to opaque, sealed envelops, wrappings, or containers, durable enough to properly protect the material from accidental exposure and facilitate detection of tampering. |
|
|
Term
| Who must monitor the e-file box and assist and or file the records in the box? |
|
Definition
|
|
Term
| What type of records does the staging area store |
|
Definition
|
|
Term
Does a requester need to state the act when requesting records that are contained in a system
of records? |
|
Definition
|
|
Term
| What are some of the responsibilities of the AFFRLO? |
|
Definition
| (1) Act as the single point of contact 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 |
|
|
Term
| What does "information" include? |
|
Definition
| Any statement or reception of knowledge such as fact, data, or opinions, including numerical, graphic, or narrative forms, whether oral or maintained in any media, including computerized databases, paper, microform, or magnetic tape. |
|
|
Term
Who should know and implement the records maintenance, use, and disposition policies and
procedures for records maintained? |
|
Definition
|
|
Term
| What takes advantage of DOD's robust and trusted PKI? |
|
Definition
| A signed and encrypted e-mail |
|
|
Term
| When is a separate SF 135 prepared? |
|
Definition
| 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. |
|
|
Term
| What can you use if the official cross-referencing form is not available? |
|
Definition
| Provide more reliable files service as long as excessive cross-referencing is avoided |
|
|
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
| What is the objective of the electronic communications program? |
|
Definition
| Create clear, efficient, and effective communications |
|
|
Term
| What should you remove from a document prior to filing? |
|
Definition
|
|
Term
How many workdays, if possible, should you give a copy of the requested records to the
requestor? |
|
Definition
|
|
Term
| What is used to determine the disposal of Privacy Act (PA) records? |
|
Definition
| Records retention schedule |
|
|
Term
| What are the two traditional types of vital records? |
|
Definition
| (1) Emergency-operating records. (2) Records to protect rights. |
|
|
Term
| What is required for a person to receive classified information? |
|
Definition
| The need-to-know, proper security clearance, and a signed nondisclosure agreement |
|
|
Term
What actions are appropriate when unauthorized disclosure of For Official Use Only
(FOUO) records occurs? |
|
Definition
| Appropriate administrative actions to fix the cause, disciplinary actions as needed, and notify the originating organization. |
|
|
Term
| When can you release information to a third party? |
|
Definition
| When the subject agrees orally or in writing |
|
|
Term
Multipurpose written briefs that provide information, forward items of interest, or
summarize problems are |
|
Definition
|
|
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
| What backup method stores your old items that are important but rarely used? |
|
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 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 placed on the drawer label? |
|
Definition
|
|
Term
| What types of records are not kept at the staging area? |
|
Definition
|
|
Term
| Define a temporary record |
|
Definition
| Any record identified by the Archivist of the United States to have insufficient value to warrant preservation by the National Archives. |
|
|
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 inclusive dates included on each of the file folders |
|
|
Term
Who does a requester submit an appeal to, when a Freedom of Information Act (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
| Once an item is archived how is it deleted? |
|
Definition
|
|
Term
| Who ensures offices of records received a staff assistance visit at least every 24 months |
|
Definition
| FARM ( Functional Area Records Manager) |
|
|
Term
| Who is responsible for establishing a BITS to provide on-base distribution of communications? |
|
Definition
|
|
Term
What type of information should be considered and protected as For Official Use Only
(FOUO)? |
|
Definition
| Classified information that contains FOUO information |
|
|
Term
| What are the two types of FOIA request? |
|
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
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
| Where are labels placed on the file folders? |
|
Definition
| Placement is based on the needs of the office and is consistent |
|
|
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 the three cutoff periods? |
|
Definition
| 1. N/A 2. Monthly 3. CY/FY |
|
|
Term
Trains all personnel within three months of assignment, whose
duties include filing, maintaining, and disposing of records. |
|
Definition
|
|
Term
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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
What type of request allows other Air Force directives to give individuals access to Privacy
Act (PA) records? |
|
Definition
|
|
Term
| Who provides training for the FOIA program? |
|
Definition
|
|
Term
| What may a system manager ask if a third party is present during a record review? |
|
Definition
|
|
Term
| How is a record marked for filing? |
|
Definition
| Mark records for file by using the ford "file" and the proper official's initials. Mark for file and file code in the upper right hand corner of the record. Us the item number of the separate series from the file plan. |
|
|
Term
| How many tables and rules can be applied to each record series? |
|
Definition
|
|
Term
| How do you destroy magnetic tapes or other magnetic medium? |
|
Definition
|
|
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
What should you do with records when a unit is redesigned 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 occurred |
|
|
Term
| How does AFRIMS ensure standardization and accuracy of every record series? |
|
Definition
| By ensuring offices AIR Force-wide use the same disposition instructions for records |
|
|
Term
| What records relate solely to an individual's private affair? |
|
Definition
|
|
Term
| What are the two types of indorsements? |
|
Definition
| 1. Same-page 2. Separate-page |
|
|
Term
| What type of classification decision involves information that is paraphrased or restated? |
|
Definition
|
|
Term
|
Definition
| Because they contain needed information |
|
|
Term
| By filling out summary information for documents you create, your final records will be |
|
Definition
| easier to manage and retrieve |
|
|
Term
| What are the two classes of Air Force electronic messaging? |
|
Definition
| 1. Organizational HGS 2. SMTP |
|
|
Term
What class uses Fortezza cards to sign and encrypt organizational messages to ensure message
integrity, non-repudiation, and accountability? |
|
Definition
|
|
Term
| Within how many working days must a final response determination be made? |
|
Definition
|
|
Term
| Who is responsible to manage and safeguard the system? |
|
Definition
|
|
Term
| How are long-term paper records 10 years or older handled? |
|
Definition
| Retired to authorized federal records centers |
|
|
Term
| To avoid conflicts or discrepancies, the best possible source for collecting personal data is |
|
Definition
| the subject of the record |
|
|
Term
| Administrative changes to publications do not affect subject matter |
|
Definition
| content, authority, purpose, and application |
|
|
Term
| What is the management tool used to monitor and control internal reporting requirements? |
|
Definition
|
|
Term
| Who is the approval authority for the private Web pages? |
|
Definition
|
|
Term
| What do indorsements add? |
|
Definition
| Comments directly on the original memorandum, message, or previous indorsement. |
|
|
Term
| What is not a factor in releasing classified information? |
|
Definition
|
|
Term
| What is shown on the file folder label? |
|
Definition
| Shows the item number, series title, and the office of record. |
|
|
Term
| What is included on the inner container of a classified package? |
|
Definition
| The complete mailing address of the sending and receiving activities, security classification markings and any applicable special instructions |
|
|
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
| Which of the following is not a cutoff period? |
|
Definition
|
|
Term
| What does the records disposition program consists of? |
|
Definition
| 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, loss, or destruction of records. |
|
|
Term
| What are the three types of memorandum for records? |
|
Definition
| 1. Separate page 2. Explanatory 3.Brief |
|
|
Term
| How should you write to identify who is responsible for what actions? |
|
Definition
|
|
Term
To reduce costly, ineffective, and redundant information collections and reporting
requirements is the information collection and reports management programs' |
|
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 are the two classification decisions? |
|
Definition
| 1. Original 2. Derivative |
|
|
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 separate page indorsement format. |
|
|
Term
| Who appoints a records custodian? |
|
Definition
| Chief of the Office of Record (COR) |
|
|
Term
| How is communications defined? |
|
Definition
| The process of sharing idea, information and messages with others. |
|
|
Term
| Who acts as the agent for all official on-base activities? |
|
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 obtains recommendations from the OPR for records? |
|
Definition
|
|
Term
| Which is not a Form Memorandum? |
|
Definition
|
|
Term
| What are the first and second numbers of the decision logic tables associated with? |
|
Definition
| The first number is the publication series and the second number is assigned for control purposes only |
|
|
Term
| Freedom of Information Act (FOIA) requests categorized as simple involve records that are |
|
Definition
|
|
Term
What report is mandated by the statute, reported on a fiscal basis, and submitted to the Attorney
General? |
|
Definition
| Annual Freedom of Information Act Report |
|
|
Term
| Why are filing systems developed? |
|
Definition
| So information can be retrieved promptly and efficiently |
|
|
Term
How does the records disposition program play a key role in the management of Air Force
records |
|
Definition
| Economic and efficient management |
|
|
Term
What two items, used together, enable us to trace a container from the sender through the
base information transfer system into the US Postal Service, and on to the receiver? |
|
Definition
| Container numbers and DD Form 2825, Internal Receipt |
|
|
Term
| Who has the responsibility to ensure the intended receiver receives the tasking |
|
Definition
|
|
Term
|
Definition
| A comprehensive term that includes the destruction, salvage, donation, or transfer to staging area or records center; transfer from one organization to another |
|
|
Term
|
Definition
| Fastest service offered by the USPS |
|
|
Term
| Who is responsible for ensuring the record e-mails are properly filed for access and retrieval? |
|
Definition
|
|
Term
| What retention period do records have that are not authorized for a specific disposition? |
|
Definition
|
|
Term
| Ensures records custodians attend record management training |
|
Definition
| COR ( Chief of office of Record) |
|
|
Term
What gives the reader a reference trail to follow when a document is located somewhere
else? |
|
Definition
|
|
Term
| What determines the cutoff for active records? |
|
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
|
|
Term
The best choice for ensuring accountable containers stay in a controlled environment is to
mail them |
|
Definition
|
|
Term
| Who is the focal point in their functional area for general PA questions and correspondence? |
|
Definition
|
|
Term
| Top Secret material should never be sent |
|
Definition
| through the base information transfer system. |
|
|
Term
| What type of records do these facilities maintain? |
|
Definition
| These facilities keep and dispose of records with a retention period of less than nine years to eliminate the expense of transporting records to the FRCs |
|
|
Term
| What is the decision logic table? |
|
Definition
| The decision logic tables are a 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 |
|
|
Term
| What is considered as "accountable mail?" |
|
Definition
| Communications for which accountability must be maintained |
|
|
Term
Which element of a Privacy Act (PA) statement shows the reason you are collecting the
information? |
|
Definition
|
|
Term
| Who manages the base staging area |
|
Definition
|
|
Term
| Where must the Air Force publish a description of its records systems covered by the PA? |
|
Definition
|
|
Term
What key roles does the records disposition program play in the management of Air Force
records? |
|
Definition
| Economic and efficient management of Air Force records |
|
|
Term
| What should you do prior to filing a document if an attachment is missing? |
|
Definition
| Take action to get the mission 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 another series. |
|
|
Term
| What are the stages of life cycle management? |
|
Definition
| 1. Creation/Collection 2.Processing 3. Dissemination 4. Use 5. Storage 6. Disposition |
|
|
Term
| Where do you place the disposition control label on records located away from the file drawer? |
|
Definition
| Place the disposition control label either on each container or on a card or sheet of paper in the container or binder, where it is obvious. |
|
|
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 does the Air Force use to help control the communications while in Air Force channels? |
|
Definition
|
|
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 information does the public have a right to? |
|
Definition
| Information concerning the activities of its government |
|
|
Term
| What is an original classification? |
|
Definition
| Initial decision that an item needs to be classified |
|
|
Term
| What collaborative tool provides comprehensive content management and enterprise searches? |
|
Definition
|
|
Term
| What will a security investigation identify? |
|
Definition
| Appropriate corrective actions are immediately implemented to prevent future security incidents |
|
|
Term
Who is responsible for preparing and coordinating on all proposed replies to a Freedom of
Information Act (FOIA) requestor? |
|
Definition
| Freedom of Information Act (FOIA) manager |
|
|
Term
Up to what amount is the fine that may be imposed for maintaining a Privacy Act (PA)
record system that has not been published in the Federal Register or for making an unauthorized
disclosure? |
|
Definition
|
|
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
| When is a FOIA request considered received? |
|
Definition
| When the office responsible for processing the request physically receives it. |
|
|
Term
| What purpose does the disposition guide card serve? |
|
Definition
| Serves to identify the records filed behind it and to provide cutoff and disposition instructions for the records |
|
|
Term
Who does the office of primary responsibility (OPR) submit an AF IMT 525, Records
Disposition Recommendation, to? |
|
Definition
|
|
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
| How many disposition authorities (table and rule) are allowed per records series? |
|
Definition
|
|
Term
| What does an OPR use an Air Force Form 525, Records Disposition Recommendation, for? |
|
Definition
| To recommend a change, addition, or deletion to the records disposition schedule |
|
|
Term
| Who acts as the bridge between the action office and the OMC? |
|
Definition
|
|
Term
| The BRM ensures offices of record receive a SAV how often? |
|
Definition
|
|
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 occurred |
|
|
Term
| When you mail classified material, address containers to the |
|
Definition
| office that is to take action on it |
|
|
Term
Which plain language element reinforces the message that the document is intended for the
reader? |
|
Definition
|
|
Term
|
Definition
| A term used for separating active records from inactive records. |
|
|
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
| Provide faster, reliable service. |
|
|
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 kind of items qualify as records |
|
Definition
| Electronic version of maps, Photographs received by an agency of the United States government |
|
|
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
| 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 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 official daily publication for rules, proposed rules, and notices of federal
agencies and organizations, and other presidential documents? |
|
Definition
|
|
Term
| When an AutoArchive storage process is used what type of folder is created? |
|
Definition
|
|
Term
Which of the following are ways we manage information in support of information resources
management? |
|
Definition
|
|
Term
How does the Air Force Records Information Management System (AFRIMS) ensure
standardization and accuracy of every records series? |
|
Definition
| Ensuring offices Air Force-wide use the same disposition instructions for records |
|
|
Term
|
Definition
| An unexpected occurrence inflicting widespread destruction and distress and having long-term adverse effects on agency operations. |
|
|
Term
|
Definition
| When the cost is $15.00 or less |
|
|
Term
| What does enduring value mean? |
|
Definition
| The documentation will remain in existence indefinitely |
|
|
Term
| What is disposition based when dealing with Air Force records? |
|
Definition
|
|
Term
| Which of the following is not an example of an Air Force record? |
|
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
| What should the average sentence length be? |
|
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 and rodents, security, and space. |
|
|
Term
| How can you determine a person's security clearance? |
|
Definition
| Joint Personal Adjudication System, confirmation from security manager, and clearance level on orders |
|
|
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
| What does the vital records program ensure? |
|
Definition
| Continuity of government during national emergencies |
|
|
Term
Who is authorized to serve as the point of contact for, provide coordination on, certify,
and/or approve official Air Force publications and forms? |
|
Definition
| Only civilian employees or military members of the Air Force |
|
|
Term
| What form do you use for cross-reference? |
|
Definition
| DD Form 2861, Cross- Reference |
|
|
Term
When you receive 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 receipt to make sure you're signing for the correct package. |
|
|
Term
|
Definition
| Refers to information of material of which unauthorized disclosure could reasonably be expected to cause damage to national security |
|
|
Term
| Name a few requirements that must be met for posting information on private Web pages. |
|
Definition
| 1. Pages must not violate vendors' license agreements 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 phone number, organizational e-mail address 4. Must meet the minimum requirements. |
|
|
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
| Which of the following is an objective for determining retention? |
|
Definition
| How much Air Force documentation is really essential |
|
|
Term
Who determines whether the recipient has a legitimate need for access to the classified
information? |
|
Definition
|
|
Term
| Which plain language element emphasizes the need to put your main message up front? |
|
Definition
|
|
Term
What can easily be mistaken for angry defiance when you use capital letters, exclamation points
and strong adjectives and adverbs? |
|
Definition
|
|
Term
|
Definition
| A situation or an occurrence of a serious nature, developing suddenly and unexpectedly, and demanding immediate action. |
|
|
Term
| What office uses and/or responds to official communications? |
|
Definition
|
|
Term
What type of labels does the Air Force Records Information Management System
(AFRIMS) print? |
|
Definition
|
|
Term
| What is the primary purpose of managing Air Force information? |
|
Definition
| Effectively and efficiently enhance the Air Force mission. |
|
|
Term
What is done with undelivered mail containing the endorsement "DO NOT FORWARD" at the
end of the workday? |
|
Definition
| Must be stored in a classified storage container |
|
|
Term
| What form is used as a packing list for transferred or retired records? |
|
Definition
|
|
Term
| What is the primary purpose for maintaining records? |
|
Definition
| To ensure we can give needed information to decision makers whenever and wherever it is needed. |
|
|
Term
| What does the Privacy Act of 1974 do for individuals? |
|
Definition
| Protect individuals from unwarranted invasion of their personal privacy. |
|
|
Term
What type of record is created when the Air National Guard (ANG) is creating the records
and the federal emergency management agency gets involved and federal dollars are put towards
the emergency? |
|
Definition
|
|
Term
| What labels does AFRIMS print? |
|
Definition
| Subdivisions, file disposition control, and file folder labels |
|
|
Term
| What is the primary purpose of managing information effectively and efficiently? |
|
Definition
| To enhance the Air Force Mission |
|
|
Term
| What type of records does the SF 135, Records Transmittal and Receipt, identify? |
|
Definition
| Retirement to a federal records center, staging center, or transfer to another organization. |
|
|
Term
| What purpose do folders serve? |
|
Definition
| To group related paper records together |
|
|
Term
| Where is the AF Form 614 filed? |
|
Definition
| Put in place of the removed record or folder |
|
|
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
| 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
| What collaboration services are available for electronic communications? |
|
Definition
|
|
Term
| Which classification(s) of information may be transmitted through BITS? |
|
Definition
|
|
Term
| What record management advice did the DOD provide on 15 Aug 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
| 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 determination must be made before a record can be loaned to an authorized person? |
|
Definition
| Period of time the record is needed |
|
|
Term
| What information does not appear on a subdivision label? |
|
Definition
|
|
Term
|
Definition
| Those that have been signed, officially released, and cannot be altered |
|
|
Term
| What contributed to the need for an ERM solution? |
|
Definition
| E-mail revolutionized the flow of communication and significantly contributed to the need for an ERM |
|
|
Term
| To recycle Privacy Act (PA) material, what must recycling contracts include? |
|
Definition
| Specific contract clause on safeguarding privacy material until its destruction |
|
|
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 does AFRIMS provide from the RDS? |
|
Definition
| An online database of tables and rules |
|
|
Term
Who approves a waiver to keep small volumes of 2- to 8-year retention records in the
current files area? |
|
Definition
| Base records manager (BRM) |
|
|
Term
At least how many years remaining retention must records have to be shipped to a federal
records center? |
|
Definition
|
|
Term
| What is the length of time the Air Force keeps a record? |
|
Definition
|
|
Term
| Who is responsible for reporting information on the annual FOIA report? |
|
Definition
|
|
Term
| What items do you remove from a document prior to filing? |
|
Definition
| Remove all mail control forms and receipts, envelopes, and memo routing or coordination slips, except those containing remarks of significant record value. |
|
|
Term
| What are the three parts of communications? |
|
Definition
| 1. Sender 2. Message 3. Receiver |
|
|
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
| Ensures all personnel who create, maintain, and dispose of records, attend records management training. |
|
Definition
| COR ( Chief of office of Record) |
|
|
Term
|
Definition
| Those that can be altered and have not been signed or officially released. |
|
|
Term
| What type of paper is used to advocate or convince the reader on an argument or position? |
|
Definition
|
|
Term
The Air Force Records Information Management System (AFRIMS) generates a file
disposition control label for |
|
Definition
| each item listed on the file plan |
|
|
Term
| What are the two ways you can archive? |
|
Definition
| 1. Automatically 2. Manually |
|
|
Term
| What type of letter is used when warmth or sincerity is essential? |
|
Definition
|
|
Term
| Cross-referencing provides more reliable files service as long as |
|
Definition
| excessive cross-referencing is avoided |
|
|
Term
| A special review of a publication or form is conducted when the |
|
Definition
| OPR decides a publication needs to be changed before its two-year review |
|
|
Term
| What is the first item in a file plan? |
|
Definition
|
|
Term
| What stage of the life cycle management provides preservation? |
|
Definition
|
|
Term
| Which mail class is for use only by authorized publishers and registered news agents? |
|
Definition
|
|
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
Whose rights must be protected through the proper implementation of the records management
programs? |
|
Definition
| Protects the rights of the US government and of persons directly affected by Air Force actions. |
|
|
Term
| Who is responsible for determining an individual's "need to know" for classified information? |
|
Definition
| The authorized possessor of the classified information |
|
|
Term
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? |
|
Definition
|
|
Term
| Who is the approval authority for the public Web pages? |
|
Definition
|
|
Term
What continues to increase as a technique for obtaining and disseminating information
worldwide? |
|
Definition
| Use of the Web or Web technologies |
|
|
Term
| How should you save e-mails? |
|
Definition
| Save e-mails in a message format to keep all attachments intact and to store files in their native format. |
|
|
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
| Which of these processes is not a step in the publishing process of electronic products? |
|
Definition
|
|
Term
| What type of material is never entered into AFRIMS? |
|
Definition
| Sensitive, classified, or PA material |
|
|
Term
| Who finds and provides the requested records? |
|
Definition
|
|
Term
| What can requesters do if they are dissatisfied with the results of a FOIA request? |
|
Definition
|
|
Term
|
Definition
| When unauthorized individuals have had access to the classified information |
|
|
Term
| What identifies file records and provides the cutoff for the records? |
|
Definition
|
|
Term
If you are suspicious of a mailing and you are unable to verify the contents with the addressee or
sender what should you do? |
|
Definition
| (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 a 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 embarrassment if the item turns out to be innocent. If there is any reason to believe a letter or parcel is dangerous, contact the local military law enforcement officials for assistance. (7) Post the USPS Poster 84, "Suspicious Mail or Package" in the work area. |
|
|
Term
| Who is the final approval authority for the Internet release package? |
|
Definition
|
|
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 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 equivalent, supervisor or security manager |
|
|
Term
Who finds and provides the requested records and helps to determine whether to release the
records? |
|
Definition
| Office of primary responsibility (OPR). |
|
|
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 type of Air Force correspondence receives the most indorsements?. |
|
Definition
|
|
Term
| What program generates the file disposition control labels? |
|
Definition
|
|
Term
| An official system of records must be |
|
Definition
| authorized by law or executive order |
|
|
Term
| When should you establish a formal paper version requirement for publications? |
|
Definition
| Mission-related need only |
|
|
Term
| Who is the focal point in a functional area for general Privacy Act (PA) questions? |
|
Definition
|
|
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
When a response is not received on a receipt for classified information, within what time frame is
a tracer action done? |
|
Definition
| Tracer action is initiated 30 days for material sent within the continental United States or 45 days for material sent outside the continental United States |
|
|
Term
|
Definition
| The most secure service the USPS system offers |
|
|
Term
| What is the most common mistake before sending e-mail? |
|
Definition
|
|
Term
| How is the cutoff identified when it does not contain a month or year? |
|
Definition
|
|
Term
| Name five ways to identify a suspicious package? |
|
Definition
| (1) Return address. (2) Restrictive markings. (3) Sealed with tape. (4) Misspelled 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 |
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|
