3D0x1 Vol 1
What is the objective of the electronic communications program?
Create clear, efficient, and effective communications
How do you destroy magnetic tapes or other magnetic medium?
Degauss or overwrite
What type of classification decision involves information that is paraphrased or restated?
Derivative
What identifies file records and provides the cutoff for the records?
Disposition guide cards
Who obtains recommendations from the OPR for records?
FOIA Manager
Which of the following is an objective for determining retention?
How much Air Force documentation is really essential
First Class
Mail sealed against inspections
Who is the Air Force working with to establish archiving capabilities?
NARA and other major AOR areas such as CENTAF, to establish archiving capabilities within the AOR and to develop standard procedures for formatting and transferring e-records.
Does a requester need to state the act when requesting records that are contained in a system of records?
No
Who finds and provides the requested records?
OPR
How many disposition authorities (table and rule) are allowed per records series?
One
What can easily be mistaken for angry defiance when you use capital letters, exclamation points and strong adjectives and adverbs?
Positive enthusiasm
Who determines whether the recipient has a legitimate need for access to the classified information?
Possessor
What is AFRIMS specifically responsible for automating?
Preparation and maintenance of the files maintenance and disposition plan, and the files disposition control label
Which of these processes is not a step in the publishing process of electronic products?
Producing
Which of the following is not a cutoff period?
Quarterly
What form is used as a packing list for transferred or retired records?
SF135
What labels does AFRIMS print?
Subdivisions, file disposition control, and file folder labels
Who is responsible to manage and safeguard the system?
System Managers
How must Air Force units at all levels manage records?
Systematically to make sure they are complete, accurate, trustworthy, and easily accessible
What record management advice did the DOD provide on 15 Aug 2003?
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.
Who will work together to create an effective, base-wide e-record file structure?
The BRM, NCC staff, and the CSA
What is a system of records?
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
Who is responsible for determining an individual's "need to know" for classified information?
The authorized possessor of the classified information
What is included on the inner container of a classified package?
The complete mailing address of the sending and receiving activities, security classification markings and any applicable special instructions
What does enduring value mean?
The documentation will remain in existence indefinitely
What is required for a person to receive classified information?
The need-to-know, proper security clearance, and a signed nondisclosure agreement
How is communications defined?
The process of sharing idea, information and messages with others.
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
What determines the cutoff for active records?
The retention period
Who is responsible for ensuring individuals who need access to classified information sign the SF 312?
The unit commander or staff agency chiefs
Who is responsible for ensuring the record e-mails are properly filed for access and retrieval?
The user
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 type of records do these facilities maintain?
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
How is the cutoff identified when it does not contain a month or year?
They are marked as N/A
What are Draft records?
Those that can be altered and have not been signed or officially released.
What is disposition based when dealing with Air Force records?
Time period or event
What is "disposition," when dealing with Air Force records?
Time when you stop filing in the active records
What is the primary purpose of managing information effectively and efficiently?
To enhance the Air Force Mission
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 purpose do folders serve?
To group related paper records together
Why is the file plan filed as the first item in a filing system?
To help retrieve filed documents efficiently
What does an OPR use an Air Force Form 525, Records Disposition Recommendation, for?
To recommend a change, addition, or deletion to the records disposition schedule
What is a staff summary sheet used for?
To summarize staff work, to request action or to forward information
When a response is not received on a receipt for classified information, within what time frame is a tracer action done?
Tracer action is initiated 30 days for material sent within the continental United States or 45 days for material sent outside the continental United States
Which is an accurate example of an accountable container number?
UUB-08-058
Who is the approval authority for the private Web pages?
Unit commander
Who is the approval authority for the public Web pages?
Unit commander
Who is the final approval authority for the Internet release package?
Unit commander
What should be done with folders when they become too bulky for use?
Use more file folders as necessary. Be sure to affix more file folder labels to each additional folder and identify, on the label, the inclusive dates included on each of the file folders
What continues to increase as a technique for obtaining and disseminating information worldwide?
Use of the Web or Web technologies
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 are the requirements for placing disposition control labels on a guide card?
Usually affixed to the first (left) tap position of the guide card, the main thing is to be consistent throughout your files
When are fees waived?
When the cost is $15.00 or less
The BRM ensures offices of record receive a SAV how often?
at least every 24 months
What takes advantage of DOD's robust and trusted PKI?
A signed and encrypted e-mail
Define cutoff.
A term used for separating active records from inactive records.
How should you write to identify who is responsible for what actions?
Active voice
What does AFRIMS provide from the RDS?
An online database of tables and rules
What report is mandated by the statute, reported on a fiscal basis, and submitted to the Attorney General?
Annual Freedom of Information Act Report
What actions are appropriate when unauthorized disclosure of For Official Use Only (FOUO) records occurs?
Appropriate administrative actions to fix the cause, disciplinary actions as needed, and notify the originating organization.
What will a security investigation identify?
Appropriate corrective actions are immediately implemented to prevent future security incidents
What backup method stores your old items that are important but rarely used?
AutoArchive
What are the two classes of Air Force electronic messaging?
1. Organizational HGS 2. SMTP
On the average, about what percentage of communication do you write in the active voice to communicate effectively?
75
Define 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 program generates the file disposition control labels?
AFRIMS
Who is authorized to approve the permanent retention of records?
Archivist of the United States
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?
$5,000.00
What are some of the responsibilities of the AFFRLO?
(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
What are the two traditional types of vital records?
(1) Emergency-operating records. (2) Records to protect rights.
Within how many working days must a final response determination be made?
20 working days
Name five ways to identify a suspicious package?
(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
What are the two categorized areas of disposition?
(1) Transfer (2) Destruction
If you are suspicious of a mailing and you are unable to verify the contents with the addressee or sender what should you do?
(1) 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.
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 are the two ways you can archive?
1. Automatically 2. Manually
What are the stages of life cycle management?
1. Creation/Collection 2.Processing 3. Dissemination 4. Use 5. Storage 6. Disposition
What are the three cutoff periods?
1. N/A 2. Monthly 3. CY/FY
What are the two classification decisions?
1. Original 2. Derivative
Name a few requirements that must be met for posting information on private Web pages.
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.
What are the three types of formats for form memorandums?
1. Prewritten 2. Fill-in 3. Optional statement
What are the two types of indorsements?
1. Same-page 2. Separate-page
What are five ways we manage information in support of information resources management?
1. Security 2. Privacy 3. Freedom of information 4. Paperwork reduction 5. Records preservation
What are the three parts of communications?
1. Sender 2. Message 3. Receiver
What are the three types of memorandum for records?
1. Separate page 2. Explanatory 3.Brief
What are the two types of FOIA request?
1. Simple 2. Complex
How many workdays, if possible, should you give a copy of the requested records to the requestor?
10 workdays of receipt
What should the average sentence length be?
15 to 20 words
When is a separate SF 135 prepared?
A separate SF 135 is prepared for each series of temporary records in a shipment and for permanent records. You must also prepare a separate SF 135 for unclassified, SECRET, CONFIDENTIAL, and TOP SECRET records, regardless of volume, when records are placed in a staging area.
What office uses and/or responds to official communications?
Action office
How does AFRIMS ensure standardization and accuracy of every record series?
By ensuring offices AIR Force-wide use the same disposition instructions for records
How do records custodians accomplish the end-of-year closeout?
By transferring physical records to the inactive files area or to the staging area
Who approves a waiver to keep small volumes of 2- to 8-year retention records in the current files area?
Base records manager (BRM)
What is the most common mistake before sending e-mail?
Check your attachments
Who appoints a records custodian?
Chief of the Office of Record (COR)
What is the first part of the plan when developing a vital records plan?
Description of the records
Which is not a Form Memorandum?
Fill-out
What is an original classification?
Initial decision that an item needs to be classified
Once an item is archived how is it deleted?
Manually
What are Final records?
Those that have been signed, officially released, and cannot be altered
Top Secret material should never be sent
through the base information transfer system.
What are the three objectives of the records disposition program?
(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.
Once they are assigned, active duty personnel whose duties include filing, maintaining, and disposing of official records must be trained within
3 months
When you receive an accountable mail container from the activity distribution office or the OMC, what should you do?
Compare the container number with the number listed on the container receipt to make sure you're signing for the correct package.
What level of damage to national security could reasonably be expected if unauthorized disclosure of Top Secret information occurred?
Exceptionally grave.
What type of Air Force correspondence receives the most indorsements?
Memorandums
What records relate solely to an individual's private affair?
Personal
What plays a vital role in managing and operating Air Force activities?
Records
What type of mail class can not be used to send personal correspondence?
Standard Mail
To reduce costly, ineffective, and redundant information collections and reporting requirements is the information collection and reports management programs'
purpose
What is an emergency?
A situation or an occurrence of a serious nature, developing suddenly and unexpectedly, and demanding immediate action.
Who acts as the bridge between the action office and the OMC?
ADO
What types of records are not kept at the staging area?
Active records
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.
To whom is classified material addressed?
An official government activity and not to a person
What is a disaster?
An unexpected occurrence inflicting widespread destruction and distress and having long-term adverse effects on agency operations.
Define a "security violation"
Any knowing, willful, or negligent action that could reasonably be expected to result in an unauthorized disclosure of classified information
Define a temporary record
Any record identified by the Archivist of the United States to have insufficient value to warrant preservation by the National Archives.
What does "information" include?
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.
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
How often should the records custodian review the file plan
At least annually
What is the term referring to the total system that collects, processes, and delivers communications?
BITS
Who acts as the agent for all official on-base activities?
BITS
Why are records kept?
Because they contain needed information
Ensures all personnel who create, maintain, and dispose of records, attend records management training.
COR ( Chief of office of Record)
Ensures records custodians attend record management training
COR ( Chief of office of Record)
What type of information should be considered and protected as For Official Use Only (FOUO)?
Classified information that contains FOUO information
What collaborative tool provides comprehensive content management and enterprise searches?
Collaborative workspaces
What do indorsements add?
Comments directly on the original memorandum, message, or previous indorsement.
What is considered as "accountable mail?"
Communications for which accountability must be maintained
Signature Confirmation
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
What does the Air Force use to help control the communications while in Air Force channels?
Container numbers
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?
Container numbers and DD Form 2825, Internal Receipt
What does the vital records program ensure?
Continuity of government during national emergencies
What gives the reader a reference trail to follow when a document is located somewhere else?
Cross-reference sheet
What information does not appear on a subdivision label?
Cutoff
What form do you use for cross-reference?
DD Form 2861, Cross- Reference
What contributed to the need for an ERM solution?
E-mail revolutionized the flow of communication and significantly contributed to the need for an ERM
How does the records disposition program play a key role in the management of Air Force records
Economic and efficient management
What key roles does the records disposition program play in the management of Air Force records?
Economic and efficient management of Air Force records
What is the primary purpose of managing Air Force information?
Effectively and efficiently enhance the Air Force mission.
What is replacing or supplementing formal Air Force formats for communications?
Electronic messaging
What kind of items qualify as records
Electronic version of maps, Photographs received by an agency of the United States government
How does the Air Force Records Information Management System (AFRIMS) ensure standardization and accuracy of every records series?
Ensuring offices Air Force-wide use the same disposition instructions for records
What should you remove from a document prior to filing?
Envelopes
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?
Every
Who ensures offices of records received a staff assistance visit at least every 24 months
FARM ( Functional Area Records Manager)
Who is responsible for reporting information on the annual FOIA report?
FOIA Manager
Who provides training for the FOIA program?
FOIA Manager
Who is the focal point for the Freedom of Information Act (FOIA) portion of the installation web site?
FOIA manager
Express Mail
Fastest service offered by the USPS
Where must the Air Force publish a description of its records systems covered by the PA?
Federal Register
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?
Federal only
What is the first item in a file plan?
File Plan
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 do with records when a unit is redesigned 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 of status had occurred
Why do we want to fill out the summary information on documents we create?
Final records will be easier to manage and retrieve
What is a staging area used for?
For temporary storage of records pending destruction of transfer to a federal records center.
Who is responsible for preparing and coordinating on all proposed replies to a Freedom of Information Act (FOIA) requestor?
Freedom of Information Act (FOIA) manager
What type of request allows other Air Force directives to give individuals access to Privacy Act (PA) records?
Functional
How does the Air Force conduct its activities?
In an open manner consistent with the need for security and adherence to the requirements of laws and regulations.
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 information does the public have a right to?
Information concerning the activities of its government
What is any knowing, willful, or negligent action contrary to the requirements of Executive Order 12958 that is not a security violation?
Infraction
Who is responsible for establishing a BITS to provide on-base distribution of communications?
Installation commander
What enables users to communicate and interact with groups large and small, in real-time, using high-impact presentations and essential collaboration tools?
Instant Messaging
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
When classified material is transmitted from one place to another, how should it be contained?
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.
How can you determine a person's security clearance?
Joint Personal Adjudication System, confirmation from security manager, and clearance level on orders
Which plain language element emphasizes the need to put your main message up front?
Logical organization
What minimum items should be included on deployed unit file plans?
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.
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
Who manages the staging area for a base?
Managed by the BRM.
When using additional copies of a record for 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
How is a record marked for filing?
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.
When should you establish a formal paper version requirement for publications?
Mission-related need only
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
Which of the following is not an example of an Air Force record?
Museum material
What is done with undelivered mail containing the endorsement "DO NOT FORWARD" at the end of the workday?
Must be stored in a classified storage container
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
Who acts as the declassification authority when such action is appropriate and coordinates the release or denial of records?
Office of primary responsibility (OPR).
Who finds and provides the requested records and helps to determine whether to release the records?
Office of primary responsibility (OPR).
What is considered official mail?
Official US government business
How many tables and rules can be applied to each record series?
One
Who is authorized to serve as the point of contact for, provide coordination on, certify, and/or approve official Air Force publications and forms?
Only civilian employees or military members of the Air Force
Who may originally classify documents?
Only individuals occupying positions specifically authorized in writing may classify documents originally
What class uses Fortezza cards to sign and encrypt organizational messages to ensure message integrity, non-repudiation, and accountability?
Organizational HGS
Who is the focal point in their functional area for general PA questions and correspondence?
PA Monitors
Who is the focal point in a functional area for general Privacy Act (PA) questions?
PA monitor
What determination must be made before a record can be loaned to an authorized person?
Period of time the record is needed
Which mail class is for use only by authorized publishers and registered news agents?
Periodicals
What retention period do records have that are not authorized for a specific disposition?
Permanent
What type of records does the staging area store
Permanent and temporary
When an AutoArchive storage process is used what type of folder is created?
Personal
What type of letter is used when warmth or sincerity is essential?
Personal letter
What must you do when you mail materials of different classifications in one package?
Place all material in a single inner container
Where do you place the disposition control label when a series is filed in more than one container?
Place on the first container or on each container
Where do you place the disposition control label on records located away from the file drawer?
Place the disposition control label either on each container or on a card or sheet of paper in the container or binder, where it is obvious.
Where are labels placed on the file folders?
Placement is based on the needs of the office and is consistent
What type of paper is used to advocate or convince the reader on an argument or position?
Position papers
Which plain language element reinforces the message that the document is intended for the reader?
Pronouns
What does the Privacy Act of 1974 do for individuals?
Protect individuals from unwarranted invasion of their personal privacy.
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 Air Force actions.
What is one of the duties of the Air Force Federal Register Liaison Office (AFFRLO)?
Provide advice/guidance to Air Force personnel on publishing rules and notices.
The Air Force Portal provides essential online resources for the Air Force at a single location, and it also does the following except?
Provide faster, reliable service.
What can you use if the official cross-referencing form is not available?
Provide more reliable files service as long as excessive cross-referencing is avoided
Certified Mail
Provides a receipt to the sender and a record of delivery
Which element of a Privacy Act (PA) statement shows the reason you are collecting the information?
Purpose
Where is the AF Form 614 filed?
Put in place of the removed record or folder
Maintains the office file plans and accountability for active and inactive records.
RC (Records Custodians)
Who must approve a waiver to grant small volumes of 2- to 8-year retention records to be kept in the current files area?
RM
Trains all personnel within three months of assignment, whose duties include filing, maintaining, and disposing of records.
RM (Records Manager)
Who manages the base staging area
RM(Records Manager)
What is not a factor in releasing classified information?
Rank
Who should know and implement the records maintenance, use, and disposition policies and procedures for records maintained?
Records custodian (RC)
Who does the office of primary responsibility (OPR) submit an AF IMT 525, Records Disposition Recommendation, to?
Records manager (RM).
What is used to determine the disposal of Privacy Act (PA) records?
Records retention schedule
Confidential
Refers to information of material of which unauthorized disclosure could reasonably be expected to cause damage to national security
Top Secret
Refers to information or material of which unauthorized disclosure could reasonably be expected to cause exceptionally grave damage to national security
Secret
Refers to information or material of which unauthorized disclosure could reasonably be expected to cause serious damage to national security
What is the best choice for ensuring accountable mail containers remain in a controlled environment?
Registered mail
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.
What is the management tool used to monitor and control internal reporting requirements?
Reports control symbol
What is the length of time the Air Force keeps a record?
Retention period
How are long-term paper records 10 years or older handled?
Retired to authorized federal records centers
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
How should you save e-mails?
Save e-mails in a message format to keep all attachments intact and to store files in their native format.
What does the records disposition program consists of?
Scheduling all records for retention or periodic destruction, preserving records that reflect the organization, functions, policies, decisions, procedures, and essential transactions of the Air Force, preserving records that protect the legal and financial rights of the government and of individuals that Air Force action directly affect, offering records of enduring value for permanent preservation in the national archives, promptly and systematically disposing of records of temporary value, and setting up safeguards against illegal removal, loss, or destruction of records.
Which classification(s) of information may be transmitted through BITS?
Secret and Confidential
When is an outer container not required for the transfer of classified information?
Secret and below being entered into the base information transfer system
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?
Secretary of the Air Force
Who does a requester submit an appeal to?
Secretary of the Air Force
Which of the following are ways we manage information in support of information resources management?
Security and privacy
Who has the responsibility to ensure the intended receiver receives the tasking
Sender
What type of material is never entered into AFRIMS?
Sensitive, classified, or PA material
What type of memorandum for record is an in-house document to record information that would otherwise not be recorded in writing?
Separate page.
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
What is shown on the file folder label?
Shows the item number, series title, and the office of record.
What type of request is processed quickly and in small volumes?
Simple
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?
Six months
Why are filing systems developed?
So information can be retrieved promptly and efficiently
To recycle Privacy Act (PA) material, what must recycling contracts include?
Specific contract clause on safeguarding privacy material until its destruction
What stage of the life cycle management provides preservation?
Storage
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
What type of labels does the Air Force Records Information Management System (AFRIMS) print?
Subdivision
What can requesters do if they are dissatisfied with the results of a FOIA request?
Sue the Air Force
What should you do prior to filing a document if an attachment is missing?
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.
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 must you do when you find classified material out of proper control?
Take custody of the material and safeguard it.
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
Which method is used when transmitting Top Secret material to an installation serviced by diplomatic pouch?
The Department of State Diplomatic Courier Service
Who must monitor the e-file box and assist and or file the records in the box?
The FARM and the RC
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 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?
The OPR simply recommends a proposed disposition standard and submits the AF Form 525 with a qualifying statement.
What is the decision logic table?
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
What happens to a document after it is signed or approved by an authorized authority?
The document becomes a record and must be transferred to the shared drive designated for records to ensure proper lifecycle management
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
Registered Mail
The most secure service the USPS system offers
When can you dispose of records without regard to the table and rules?
The records are a menace to health, life, or property; A state of war or threatened war or hostile action occurs and 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.
At least how many years remaining retention must records have to be shipped to a federal records center?
Three
Where do the words "IN TURN" get typed on an IN TURN memorandum?
Type "IN TURN" in uppercase, one line below the last address of the MEMORANDUM FOR element aligned with the addresses.
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 collaboration services are available for electronic communications?
Web conferencing
What information is required for all top-level private Web pages?
Web page maintainer's organization, commercial and DSN phone number, and e-mail
When should For Official Use Only (FOUO) markings on a file or document be terminated
When circumstances indicate the information no longer requires protection from public disclosure.
When is it not required to use an outer container for Secret, Confidential or Unclassified information?
When entering Secret and below material into the OMC
Under what circumstances is information derivatively classified?
When it is extracted, paraphrased, restated, or generated in a new form.
When should you use certified mail?
When required by law or Department of Defense (DOD) or Air Force directives.
When is a FOIA request considered received?
When the office responsible for processing the request physically receives it.
When can you release information to a third party?
When the subject agrees orally or in writing
What is a compromise?
When unauthorized individuals have had access to the classified information
What is the Air Force goal concerning accessibility to Internet resources?
Within acceptable risk, the goal provides personnel requiring access for official business maximum accessibility to internet resources.
What may a system manager ask if a third party is present during a record review?
Written consent
The Department of Defense's (DOD) 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
What are the steps to archive manually?
a. On the file menu, click Archive, and then select whether you would like to Archive all folders according to their AutoArchive settings or Archive this folder and all subfolders: if select the latter of the two (selected by default) click the folder you want to Archive. b. Archive items older than: Choose a date. c. Archive file: If you want to set another destination for the archived items, you can browse and set a different location. d. Click OK.
When working with Privacy Act (PA) information, if more protection is needed for a system of records, be sure to balance the
additional protection measures against risk and cost
The emergency disposal of records, without regard to tables and rules, is applied when the records
are a menace to health, life, or property
An official system of records must be
authorized by law or executive order
Multipurpose written briefs that provide information, forward items of interest, or summarize problems are
bullet background papers
Administrative changes to publications do not affect subject matter
content, authority, purpose, and application
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 occurred
The Air Force Records Information Management System (AFRIMS) generates a file disposition control label for
each item listed on the file plan
By filling out summary information for documents you create, your final records will be
easier to manage and retrieve
Cross-referencing provides more reliable files service as long as
excessive cross-referencing is avoided
When you mail classified material, address containers to the
office that is to take action on it
The best choice for ensuring accountable containers stay in a controlled environment is to mail them
registered
Freedom of Information Act (FOIA) requests categorized as simple involve records that are
small in volume
To avoid conflicts or discrepancies, the best possible source for collecting personal data is
the subject of the record
