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3D051-01-1005
Volume 1. Information Management - Records, Publications, Forms, & Official Mail
| Question | Answer |
|---|---|
| What collaborative services are available for electronic communications? | Web Conferencing, Instant Messaging, Collaborative Workspaces, and Application Sharing. |
| What enables users to communicate and interact with groups large and small, in real-time, using high-impact presentations and essential collaboration tools? | Defense Connect Online. |
| What collaborative tool provides comprehensive content management and enterprise searches? | Microsoft Office SharePoint. |
| What is the AF goal concerning accessibility to Internet resources? | Within acceptable risk, the goal provides personnel requiring access for official business maximum accessibility to internet resources. |
| What continues to increase as a technique for obtaining and disseminating information worldwide? | Use of the Web or Web technologies. |
| Who is the final approval authority for the Internet release package? | Unit commander. |
| What does "information" include? | Any statement or reception of knowledge such as facts, data, or opinions, including numerical, graphic, or narrative forms, whether oral or maintained in any media, including computerized databases, paper microform, or magnetic tape. |
| What is the primary purpose of managing information effectively and efficiently? | To enhance the AF mission. |
| What are five ways we manage information in support of information resources management? | Security, Privacy, Freedom of Information, Paperwork Reduction, and Records Preservation. |
| What are the stages of life cycle management? | Collection/Creation, Processing, Dissemination, Use, Storage, and Disposition. |
| How is communication defined? | The process of sharing ideas, information, and messages with others. |
| What are the three parts of communications? | Sender, Message and Receiver. |
| What is the objective of the electronic communications program? | To create clear, efficient, and effective communications. |
| How should you write to identify who is responsible for what actions? | Active voice. |
| What should the average sentence length be? | 15 to 20 words. |
| What type of memorandum is used if you circle, underline, or highlight the organization of office symbol of each recipient on the copy you give to them? | Multiple-address memorandum. |
| Where do the words "IN TURN" get typed on an IN TURN memorandum? | One line below the last address of the MEMORANDUM FOR element aligned with the addresses. |
| What are the types of formats for form memorandums? | Prewritten, Fill-in, and Optional Statement. |
| What do indorsements add? | Comments directly on the original memorandum, message, or previous indorsement. |
| What are the two types of indorsements? | Same-page and Separate-page. |
| What would you do if the indorsement does not fit and must be typed on a blank piece of bond paper? | Use the separate page indorsement format. |
| What type of letter is used when warmth or sincerity is essential? | Personal letter. |
| What are the three types of memorandum for records? | Separate Page, Explanatory, and Brief. |
| What is a staff summary sheet used for? | To summarize staff work, to request action or to forward information. |
| 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? | Talking papers. |
| What type of paper is used to advocate or convince the reader on an argument or position? | Position papers. |
| What are the two classes of AF electronic messaging? | Organizational High Grade Service and SMTP. |
| What class uses Fortezza cards to sign and encrypt organizational messages to ensure message integrity, non-repudiation, and accountability? | Organization High Grade Service. |
| What takes advantage of DOD's robust and trusted PKI? | A signed and an encrypted e-mail. |
| Who is responsible for ensuring the record e-mails are properly filed for access and retrieval? | The user. |
| What is replacing or supplementing formal AF formats for communication? | Electronic messaging. |
| What can easily be mistaken for angry defiance when you use capital letters, exclamation points, and strong adjectives and adverbs? | Positive enthusiasm. |
| What is the most common mistake before sending e-mail? | Check your attachments. |
| What backup method stores your old items that are important but rarely used? | AutoArchive |
| What are the two ways you can archive? | Automactically and Manually. |
| What is considered official mail? | Official US governement business. |
| What is the term reffering to the total system that collects, processes, and delivers communications? | Base Information Transfer System. |
| Who is responsible for establishing a BITS to provide on-base distribution of communications? | Installation commander. |
| Who acts as the bridge between the action office and the Official Mail Center? | Activity Distribution Office. |
| What office uses and/or responds to official communications? | Action office. |
| What is done with undelivered mail containing the endorsement "DO NOT FORWARD" at the end of the day of the workday? | Must be stored in a classified storage container. |
| What type of mail class cannot be used to send personal correspondence? | Standard mail. |
| Who acts as the agent for all official on-base activities? | Base Information Transfer System. |
| What is considered as "accountable mail?" | Communications for which accountability must be maintained. |
| What does the AF uses to help control the communications while in AF channnels? | Container numbers. |
| What is the best choice for ensuring accountable mail containers remain ina controlled environment? | Registered mail. |
| When you receive an accountable mail container from the activity distribution office or the Official Mail Center, what should you do? | Compare the container number with the number listed on the container receipt to make sure you're signing for the correct package. |
| When a response is not received on a receipt for classified information, within what time fram is a tracer action done? | 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. |
| What are the two classification decisions? | Original and Derivative. |
| Who may originally classify documents? | Only individuals occupying positions specifically authorized in writing may classfy documents originally. |
| What is an original classification? | Initial decision that an item needs to be classified. |
| Under what circumstances is derivatively classified? | When it is extracted, paraphrased, restated, or generated in a new form. |
| What will a security investigation identify? | Appropriate corrective actions are immediately implemented to prevent future security incidents. |
| What is a security violation? | Any knowing, willful, negligent action that could reasonably be expected to result in an unauthorized disclosure of classified information. |
| What is a compromise? | When unauthorized individuals have had access to the classified information. |
| What should you do if you find classified material out of proper control? | Take custody of and safeguard the material, if possible, and immediately report it to their commander, or equivalent, supervisor or security manager. |
| What is required for a person to receive classified information? | The need-to-know, proper security clearance, and a signed nondisclosure agreement. |
| How can you determine a person's security clearance? | Joint Personal Adjudication System, confirmation from security manager, and clearance level onorders. |
| Who is responsible for determining an individual's "need to know" for classified information? | The authorized possessor of the classified information. |
| Who is responsible for ensuring individuals who need access to classified information sign the SF 312? | The unit commander or staff agency chiefs. |
| Which classifications of information may be transmitted through BITS? | Secret and Confidential. |
| Which method is used when transmitting Top Secret material to an installation serviced by diplomatic pouch? | The Department of State Diplomatic Courier Service. |
| When classified material is transmitted from one place to another, how should it be contained? | It shall be enclosed in two opaque, sealed envelopes, wrappings, or containers, durable enough to properly protect the material from accidental exposure and facilitate detection of tampering. |
| When is it not required to use an outer container for Secret, Confidential or Unclassified information? | When entering Secret and below material into the Official Mail Center. |
| To whom is classified material addressed? | An official government activity and not to a person. |
| What is included on the inner container of classified package? | The complete mailing address of the sending and receiving activities, security classification markings, and any applicable special instructions. |
| What plays a vital role in managing and operating Air Force activities? | Records. |
| Whose rights must be protected through the proper implementation of the records management programs? | Protects the rights of the US government and of persons directly affected by AF actions. |
| What are draft records? | Those that can be altered and have not been signed or officially released. |
| What are final records? | Those that have been signed, officially released, and cannot be altered. |
| How must AF units at all levels manage records? | Systematically to make sure they are complete, accurate, trustworthy, and easily accessible. |
| What records relate solely to an individual's private affairs? | Personal. |
| The BRM ensures offices of record receive a staff assistance visit how often? | At least every 24 months. |
| What is the staging area used for? | For temporary storage of records pending destruction of transfer to a federal records center. |
| How should you save e-mails? | Save e-mails in message format to keep all attachments intact and to store files in their native format. |
| What contributed to the need for an ERM solution? | E-mail revolutionized the flow of communication and significantly contributed to the need for an Electronic Records Management solution. |
| Who will work together to create an effective base-wide e-record file structure? | BRMs, NCC staff, and CSAs. |
| What happens to a document after it is signed or approved by and authorized authority? | The document becomes a record and must be transferred to the shared drive designated for records to ensure proper lifecycle management. |
| Who must monitor the e-file box and assist and or file the records in the box? | The FARM and RC. |
| Why do we want to fill out the summary information on documents we create? | Final records will be easier to manage and retrieve. |
| How does AFRIMS ensure standardization and accuracy of every record series? | By ensuring offices AF-wide uses the same disposition instructions for records. |
| What is AFRIMS specifically responsible for automating? | Preparation and maintenance of the files maintenance and disposition plan, and the files disposition control label. |
| What does AFRIMS provide from the RDS? | An online database of tables and rules. |
| What labels does AFRIMS print? | Subdivisions, file disposition control, and file folder labels. |
| What type of material is never entered into AFRIMS? | Sensitive, classified, or PA material. |
| What are the first and second numbers of the decision logic tables associated with? | The first number is the publication series and the second number is assigned for control purposes only. |
| What program generates the file disposition control labels? | AFRIMS. |
| How many table and rules can be applied to each record series? | One. |
| What are the requirements for placing disposition control labels ona guide card? | Usually affixed to the first (left) tab position of the guide card, the main thing is to be consistent throughout your files. |
| What purpose does the disposition guide card serve? | Serves to identify the records filed behind it and to provide cutoff and disposition instructions for the records. |
| Where do you place the disposition control lable on record located away from the file drawer? | 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. |
| Where do you place the disposiotn control label when a series is filed in more than one container? | Place on the first container or on each container. |
| What purpose do folders serve? | To group related paper records together. |
| What should be done with folders when they become too bulky for use? | Use more file folders as neccessary. 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. |
| What is shown on the file folder label? | Shows the item number, series title, and the office of record. |
| What is added to the file folder label when there is a retention period of one year or longer? | The year (calendar or fiscal). |
| What is done when files expand to more than one drawer? | Review the file plan to determine the inclusive series number to be placed on the drawer labels. |
| What is the first step in filing a document? | Assemble documents for filing in the same manner as required for their creation, dispatch, and use with the latest action on top. |
| What should you do prior to filing a document if an attachment is missing? | Take action to get the missing records or information included in the file or make a notation to show what part of the file is missing or where filed, if included in another series. |
| What items do you remove from a document prior to filing? | Remove all mail control forms and receipts, envelopes, and memo routing or coordination slips, except those containing remarks of significant record value. |
| How is a record marked for filing? | Mark records for file by using the word "file" and 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 separate series from the file plan. |
| What is the primary purpose for maintaining records? | To ensure we can give needed information to decision makers whenever and wherever it is needed. |
| What is the file item in a file plan? | File plan. |
| What form do you use for cross-reference? | DD Form 2861, Cross-Reference. |
| What can you use if the official cross-referencing form is not available? | Make copies of the records and file each copy in the applicable series. |
| What does cross-referencing provide? | Provide more reliable files service as long as excessive cross-referencing is avoided. |
| Why are records kept? | Because they contain needed information. |
| Why are filing systems developed? | So information can be retrieved promptly and efficiently. |
| Where is the AF Form 614 filed? | Put in place of the removed record or folder. |
| What is disposition? | A comprehensive term that includes the destruction, salvage, donation, or transfer to staging area or records center; transfer from one organization to another. |
| What are the two categorized areas of disposition? | Transfer and Destruction. |
| What key role does the records disposition program play in the management of AF records? | Economic and efficient management of AF records. |
| What is the length of time the AF keeps a record? | Retention period. |
| What retention period do records have that are not authorized for a specific disposition? | Permanent. |
| What does enduring value mean? | The documentation will remain in existence indefinitely. |
| What is a temporary record? | Any record identified by the Archivist of the U.S. to have insufficient value to warrant preservation by the National Archives. |
| How do you destroy magnetic tapes or other magnetic medium? | Degauss or overwrite. |
| What should you do with records when a unit is redesignated or reorganized and there is no change in function or mission? | Files are continued and cut off the same way and at the same time as if no change or status had occurred. |
| When can records with a retention period of more than two years be retired to the proper federal records center any time after the cutoff? | In hostile or potentially hostile areas. |
| What does the vital records program ensure? | Continuity of government during national emergencies. |
| What are the two traditional types of vital records? | Emergency-operating records and Records to protect rights. |
| What is an emergency? | A situation or occurence of a serious nature, developing suddenly and unexpectedly, and demanding immediate action. |
| What is a disaster? | An unexpected occurence inflicting widespread destruction and distress and having long-term adverse effects on agency operations. |
| Given the importance of vital records, how should agencies arrange for offsite storage? | Agencies should arrange a facility not subject to the same emergency or disaster, but still reasonably accessible to agency staff. |
| How do records custodians accomplish the end-of-year closeout? | By transferring physical records to the inactive files area or to the staging area. |
| What is cutoff? | A term used for separating active records from inactive records. |
| How often should records custodians review the file plan? | At least annually. |
| What determines the cutoff for active records? | The retention period. |
| What are the three cutoff periods? | N/A, Monthly and Calendar Year/Fiscal Year. |
| How is the cutoff identified when it does not contain a month or year? | They are marked as N/A. |
| What form is used as a packing list for transferred or retired records? | SF 135. |
| Who manages the staging area for a base? | The Base Records Manager. |
| What type of records do these facilities maintain? | Records with a retention period of less than nine years to eliminate the expense of transporting records to the FRCs. |
| What type of records are not kept at the staging area? | Active records. |
| Who must approve a waiver to grant small volumes of 2-to-8-year retention records to be kept in the current files area? | Records Manager. |
| What are some of the criteria that must be met for selecting a staging area? | Weather, lighting, heat/air, precaution against insects and rodents, security, and space. |
| What does an OPR use an AF Form 525, Records Disposition Recommendation, for? | To recommend a change, addition, or deletion to the records disposition schedule. |
| What must you do if the dispostion of the record cannot be determines in advance of implementation ofa directive because of unknown user and reference needs for the record? | The OPR simply recommends a proposed disposition standard and submits the AF Form 525 with a qualifying statement. |
| What is the minimum length of time an AF Form 525 stays in suspense with the records manager if a disposition cannot be determined? | Six months. |
| What is the Federal Register? | It is the official daily publication for rules, proposed rules, and notices of Federal agencies and organizations, as well as executive orders and other presidential documents. |
| What information does the public have a right to? | Information concerning the activities of its government. |
| A record requested by a member of the public who follows rules established by proper authority will not be withheld in whole or in part unless what? | The records are exempt from mandatory partial or total disclosure under the FOIA. |
| How does the AF conduct its activities? | In an open manner consistent with the need for security and adherence to the requirements of laws and regulations. |
| Who obtains recommendations from the OPR for records? | FOIA manager. |
| Who provides training for the FOIA program? | FOIA manager. |
| Who finds and provides the requested records? | The OPR. |
| When is a FOIA requested considered received? | When the office responsible for processing the request physically receives it. |
| When are fees waived? | When the cost is $15 or less. |
| Within how many working dayts must a final response determination be made? | 20 working days. |
| What can requesters do if they are dissatisfied with the results of a FOIA request? | Sue the Air Force. |
| What are the two types of FOIA request? | Simple and Complex. |
| What type of request is processed quickly and in small volumes? | Simple. |
| Who does a requester submit an appeal to? | Secretary of the Air Force. |
| What report is mandated by the statue, reported on a fiscal basis, and submitted to the Attorney General? | Annual Freedom of Information Act Report. |
| What does the Privacy Act of 1974 do for individuals? | Protect individuals from unwarranted invasion of thier personal privacy. |
| What is a system of records? | Federal Register. |
| Who is responsible to manage and safeguard the system? | System managers. |
| Who is the focal point in their functional area for general PA questions and correspondence? | PA monitors. |
| Do a requester need to state the act when requesting records that are contained in a system of records? | No. |
| How many workdays, if possible, should you give a copy of the requested records to the requester? | 10 workdays of receipt. |
| What may a system manager ask if a third party is present during a record review? | Written consent. |
| When can you release information to a third party? | When the subject agrees orally or in writing. |
| What is the fine for maintaining PA record systems that has not been published in the Federal Register or for making an unauthorized disclosure? | $5,000 may be imposed. |
| How many days does a system manager have to process access denials? | 5 workdays after you receive the request for access. |
| How is PA information protected? | According to its sensitivity. |
| What must the system manager verify to avoid unauthorized disclosure of PA information? | The identity of all requesters unless the record sought is available to anyone under the FOIA. |
| How are records containing personal data disposed of? | In a manner that prevents inadvertent compromise. |
| What are displayed when an information system comtains PA information? | Warning banners will be displayed on the first screen to assist in safeguarding the information. |
| What criteria must FOUO information meet under the FOIA? | Exemptions 2 through 9. |
| How is an individual paragraph in a classified document marked as FOUO? | By placing "FOUO" at the beginning of the paragraph. |
| What must be done if FOUO information is transmitted to authorized persons outside the DOD? | Expanded markings to explain the significance of the FOUO markings must be used. |
| How is "FOUO" information protected during duty hours | Keep in an out-of-sight location. |
| What is done with "FOUO" when proctection from public disclosure is no longer needed? | Remove the markings, and tell everyone who has the records that the status has changed. |
| How is "FOUO" information disposed of? | By tearing each copy into pieces (to prevent reconstruction) and placing them in regular trash containers. |
| Can "FOUO" information be recycled? | Yes. |
| What is one objective of the publications and forms management program? | To ensure publications and forms are complete, accurate, current, and accessible to Air Force users. |
| Who is authorized to serve as the POC for publications and forms where the AF serves as the lead service? | Only civilian employees or military members of the Air Force. |
| Who ensures the OPRs follow guidance on creating, maintaining, and disposing of reports according to AFIs? | Air Force Network Integration Center. |
| Who is soley responsible for the accuracy, currency, and integrity of the contents and for compliance with their publications and forms? | The OPR. |
| Who at a minimum needs to be one organizational level above the OPR? | The certifying official. |
| What are approving officials? | Senior leaders responsible for policies and guidance/procedures pertaining to their functional areas. |
| What are the two types of AF publications? | Directive and Non-directive. |
| All publications in the directive publications category must carry what statement in the publication header? | "COMPLIANCE WITH THIS PUBLICATION IS MANDATORY." |
| An AFPM must be converted to or integrated into an AFPD within how many days or the policy is no longer in effect and who approves all AFPMs? | 180 days; The SECAF. |
| What are publications that extend or add material to publications issued by higher headquaters or agencies? | Supplements. |
| AF personnel use nondirective publications in what manner? | They use these publications as reference aids, "how-to" guides, or as sources of official information. |
| What is a departmental form? | 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. |
| What is important to remember of you download publications to your computer? | To periodically check the e-publishing site for changes to publications. |
| What is a subscription service? | It is a way to be notified by e-mail anytime there is a change to a publication or a series number. |
| Why is a releasability statement added? | To specify any limitations on distribution. |
| How many interim changes can be issued to an AF departmental publication? | 1 to 5, after the fifth change, the publication must be written. |
| What are the two types of changes? | Interim and Administrative. |
| On administrative changes, why is there no coordination required? | Because these types of changes are non-substantive. |
| What is the fine for maintaining a records system that has not been published in the Federal Register? | Up to $5,000. |
| What is the Federal Register? | Official daily publication for rules, proposed rules, and notices. |
| What is an official system of records? | Authorized by law or Executive Order, needed to carry out an Air Force mission or function, and published in the Federal Register. |
| What should you check prior to releasing personal information to third parties? | Make sure it is authorized under the PA, consider the consequences, and check the accuracy of the information. |
| When can you ask a third party for personal information? | When you must verify information, want opinions or evaluations, when you can't contact the subject, or the subject ask you. |
| What are two ways a PA statement may be given? | Orally and in writing. |
| When is a PA statement given? | Given to anyone from whom you are collecting personal information that wil be put in a system of records or when asking for a SSN. |
| How are SSNs protected? | Authority, purpose, routine uses, and disclosure - FOUO. |
| How are tapes and magnetic medium destroyed? | Degauss or overwritten. |
| What is the purpose of the information collection and reports management program? | To reduce costly, ineffective, and redundant information collection and reporting requirements. |
| What is the basic policy for information collection reports? | Ensure sufficient information is available to achieve military effectiveness and management efficiency. |
| What type of information collection requires a control symbol? | Status, summary, or statistical information that is complied and transmitted from one organizational component to another. |
| The AF Portal provides essential online resources for the AF at a single location and it also does the following except? | Provide faster, reliable service. |
| Who is the approval authority for the public Web pages? | Unit commander. |
| What information is required for all top-level private Web pages? | Web page maintainer's organization, commercial and DSN phone number, and e-mail. |
| Who is the approval authority for the private Web pages? | Unit commander. |
| What is the primary purpose of managing AF information? | Effectively and efficiently enhance AF mission. |
| Which of the following are ways we manage information in support of information resources management? | Security and privacy. |
| What stage of the life cycle management provides preservation? | Storage. |
| Who has the responsibility to ensure the intended receiver receives the tasking? | Sender. |
| When an AutoArchive storage process is used what type of folder is created? | Personal. |
| Once an item is archived how is it deleted? | Manually. |
| What must you do with unsealed containers endorsed "DO NOT FORWARD" that remain in action offices at the close of business? | Store in a classified storage container. |
| Which mail class is for use by authorized publishers and registered news agents? | Periodicals. |
| When should you use certified mail? | When required by law or DOD or AF directives. |
| What two items, used together, enable us to trace a container from the sender through the BITS into the USPS, and on the the receiver? | Container numbers and DD Form 2825, Internal Receipt. |
| What is an accurate example of an accountable container number? | UUB-08-058. |
| What is the best mailing choice for ensuring accountable containers stay in a controlled environment? | Registered. |
| What level of damage to national security could reasonably be expected if unauthorized disclosure of Top Secret information occured? | Exceptionally grave. |
| What type of classification decision involves information that is paraphrased or restated? | Derivative. |
| What is any knowing, willful, or negligent action contrary to the requirements of Executive Order 12958 that is not a security violation? | Infraction. |
| What must you do when you find classified material out of proper control? | Take custody of the material and safeguard it. |
| What is not a factor in releasing classified information? | Rank. |
| Who determines whether the recipient has a legitimate need for access to the classified information? | Possessor. |
| Top Secret material should never be sent | Through BITS. |
| When is an outer container not required for the transfer of classified information? | Secret and below being entered into the BITS. |
| What must you do when you mail materials of different classifications in one package? | Place each classification in a separate inner container. |
| When you mail classified material, address containers to the | Office that is to take action on it. |
| AF units at what level must document their organization, function, and activities and preserve their records by implementing effective life cycle managemnt procedures within their areas of responsibility? | Every. |
| What is not an example of an AF record? | Museum material. |
| What type of record is created when the ANG is creating the records and the federal emergency management agency gets involved and the federal dollars are put towards the emergency? | Federal only. |
| Once they are assigned, active duty personnel whose duties included filing, maintaining, and disposing of official records must be trained within | 3 months. |
| Who appoints a records custodian? | Chief of Office of Record. |
| Who should know and implement the records maintenance, use, and disposition policies and procedures for records maintained? | Records custodian. |
| By filling out summary information for documents you create, your final records will be | Easier to manage and retrieve. |
| How does AFRIMS ensure standardization and accuracy of every records series? | Ensuring offices AF-wide use the same disposition intructions for records. |
| What type of labels does AFRIMS print? | Subdivision. |
| AFRIMS generates a file disposition control label for | Each item is listed on the file plan. |
| How many disposition authorities (table and rule)are allowed per record series? | One. |
| What identifies the file records and provides the cutoff for the records? | Disposition guide cards. |
| Where are labels placed on the file folders? | Placement is based on the needs of the office and is consistent. |
| What information does not appear on a subdivision label? | Cutoff. |
| 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? | File plan. |
| What should you remove from a document prior to filing? | Envelopes. |
| Why is the file plan filed as the first item in a filing system? | To help retrieve filed documents efficiently. |
| What gives teh reader a reference trail to follow when a document is located somewhere else? | Cross-reference sheet. |
| When using additional copies of a record fro cross-referencing, how is the cross-reference location identified? | Mark each copy by circling the appropriate file code showing where the duplicate copies are filed. |
| Cross-referencing provides more reliable files service as long as | Excessive cross-referencing is avoided. |
| What determination must be made before a record can be loaned to an authorized person? | Period of time the record is needed. |
| What is "disposition" when dealing with AF records? | Actions taken with inactive records. |
| What is disposition based on when dealing with AF records? | Time period or event. |
| How does the AF records disposition program play a key role in management of AF records? | Economic and efficient management. |
| How are long-term paper records 10 years or older handled? | Retired to authorized federal records centers. |
| Who is authorized to approve the permanent retention of records? | Archivist of the U.S. |
| When units change status but do not change function or mission, files are | Continued and cut off the same way and at the same time as if no change of status had occured. |
| The emergency disposal of records, without regard to tables and rulesm is applied when the records | Are a menace to health, life, or property. |
| What is teh first part of the plan when developing a vital records plan? | Description of the records. |
| What is not a description of files cutoff? | Physically stop adding records to a series. |
| What is not a cutoff period? | Quarterly. |
| At least how many years remaining retention must records have to be shipped to a federal records center? | Three. |
| What type of records does the SF 135, Records Transmittal and Receipt, identify? | Retirement to a federal records center, staging center, or transfer to another organization. |
| What type of records does the staging area store? | Permanent and temporary. |
| Who approves a waiver to keep small volumes of 2-to-8 year retention records in the current files area? | Base records manager. |
| What does the staging area review to determine what records are eligible for disposal and when? | SF Form 135, Records Transmittal and Receipt before the end of each calendar or fiscal year. |
| To recycle PA material, what must recycling contracts include? | Specific contract clause on safeguarding privacy material until its destruction. |
| Who does the office of primary responsibility submit an AF IMT 525, Records Disposition Recommendation, to? | Records manager. |
| What is an objective for determining retention? | How much Air Force documentation is really essential. |
| What is the official daily publication for rules, proposed rules, and notices of federal agencies and organizations, and other presidential documents? | The Federal Register. |
| What is one of the duties of the AF Federal Register Liasion Office (AFFRLO)? | Provide advice/guidance to AF personnel on publishing rules and notices. |
| The DOD's policy on providing information on its activities in an open manner to the general public is to provide | A maximum amount of accurate and timely information concerning its activities. |
| Who is responsible for preparing and coordinating on all proposed replies to a FOIA requestor? | Freedom of Information Act Manager. |
| Who is the focal point for the FOIA portion of the installation web site? | Freedom of Information Act Manager. |
| Who finds and provide the requested records and helps to determine whether to release the records? | Office of Primary Responsibility. |
| FOIA requests categorized as simple invole records that are | Small in volume. |
| Who does a requester submit an appeal to, when a FOIA office withholds a record from release because the determind the record is exempt under one or more of the exemptions? | Secretary of the AF. |
| An official system of records must be | Authorized by law or executive order. |
| PA monitor. | |
| What type of request allows other AF directives to give individuals access to PA records? | Functional |
| To avoid conflicts or discrepancies, the best possible source for collecting personal data is | The subject of the record. |
| When working with PA information, if more protection is needed for a system of records, be sure to balance the | Additional protection measures against risk and cost. |
| What is used to determine the disposal of PA records? | Records retention schedule. |
| Which element of a PA statement shows the reason you are collecting the information? | Purpose. |
| What type of information should be considered and protected as FOUO? | Information that may be withheld because disclosure would cause a foreseeable harm to an interest protected by the freedom of information act. |
| What actions are appropriate when unauthorized disclosure of FOUO records occurs? | Appropriate administrative actions to fix the cause, disciplinary actions as needed, and notify the originating organization. |
| When should FOUO markings on a file or document be terminated? | When circumstances indicate the information no longer requires protection from public disclosure. |
| What is not a process in publishing electronic products? | Producing. |
| Who is authorized to serve as the point of contct for, provide coordination on, certify, and/or approve official AF publications and forms? | Only civilian employees or military members of the AF. |
| When is a special review of a publication or form is conducted? | When the OPR decides a publication needs to be changed before its two-year review. |
| When should you establish a formal paper version requirement for publications? | Mission-related need only. |
| Administrative changes to publications do not affect subject matter | Content, authority, purpose, and application. |
| Up to what amount is the fine that may be imposed for maintaining a PA record system that has not been published in the Federal Register or for making an unauthorized disclosure? | $5,000. |
| To reduce costly, ineffective, and redundant information collections and reporting requirements is the information collection and reports management programs' | Purpose. |
| What is the management tool used to monitor and control internal reporting requirements? | Reports control symbol. |
| Who acts as the declassification authority when such action is appropriate and coordinates the release or denial of records? | Office of Primary Responsibility. |
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bmgolden
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