Reading...
Play button
Play button
Use LEFT and RIGHT arrow keys to navigate between flashcards;
Use UP and DOWN arrow keys to flip the card;
H to show hint;
A reads text to speech;
100 Cards in this Set
- Front
- Back
|
Commanders and staff agency chiefs take what type of program to protect the rights of the government and persons directly affected by air force actions?
|
Records Management Program
|
|
|
How often must the command records manager review each base records management program?
|
Every 24 Months
|
|
|
Once they are assigned, active duty personnel whose duties include filing, maintaining, and disposing of official records must be trained within.
|
3 Months.
|
|
|
Who maintains the office files plan and accountability for active and inactive records?
|
Records Custodian
|
|
|
What should agencies develop to respond to emergencies or disaster that may damage records?
|
Plan of Action
|
|
|
Where should copies of vital records be stored?
|
Facility not subject to the same emergency or disaster but still reasonably accessible
|
|
|
What is specifically responsible for automating the preparation and maintenance of the files maintenance and disposition plan?
|
Air Force Records Information Management System
|
|
|
The records information management system’s files maintenance and disposition plan lists all of the following except
|
The record’s CUTOFF period
|
|
|
What type of labels does the records information management system print?
|
Subdivision
|
|
|
What is the first step in preparing the file plan for your office?
|
Determining what type of records your office is responsible for maintaining
|
|
|
What identifies file records and provides the cutoff for the records?
|
Disposition guide cards
|
|
|
When more than one item number is kept in the same file, disposition control labels are placed on
|
The same guide card
|
|
|
Where are labels placed on the file folders?
|
Consistently
|
|
|
Why is the file plan filed as the first item in a filing system?
|
To help retrieve filed documents efficiently
|
|
|
What gives the reader a reference trail to follow when a document is located somewhere else?
|
Cross-Reference sheet
|
|
|
What must you use to control the loan of records?
|
Air Force Form 614, Charge-Out Record
|
|
|
What determination must be made before a record can be loaned to an authorized person?
|
Period of time the record is needed.
|
|
|
Each of the following is a description of files cutoff EXCEPT
|
Transfer of eligible records to the records staging area
|
|
|
On what is disposition based?
|
Time period or event
|
|
|
Who makes initial determinations on the type of request and processing provided a FOIA request?
|
FOIA Manager
|
|
|
How does the records disposition program play a key role in the management of Air Force records?
|
Economic and efficient management
|
|
|
Who is the focal point for the FOIA portion of the installation web site?
|
FOIA Manager
|
|
|
Who is authorized to approve the permanent retention of records?
|
Archivist of the United States
|
|
|
When units change status but does 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
|
|
|
When are fees for a FOIA request automatically waived?
|
All Assessable costs are $15.00 or less.
|
|
|
Who does the OPR submit an AF IMT 525, Records Disposition Recommendation to?
|
Records Manager
|
|
|
What type of records does the staging area store?
|
Permanent and temporary
|
|
|
When must components provide a final response to a FOIA request that complies with the requesting requirements?
|
20 WORKING days
|
|
|
How much remaining retention must records have to be shipped to a federal records center?
|
3 years or more
|
|
|
What type of records does the SF 135, Records Transmittal and Receipt, identifies?
|
Retirement to a federal records center, staging center, or transfer to another organization
|
|
|
What should be done when shipping classified and unclassified records?
|
Separate the records before shipping
|
|
|
Which of the following is not a FOIA exemption?
|
Administrative rules and practices
|
|
|
How are electronic records maintained in a deployed location?
|
According to the records disposition schedule
|
|
|
Who, on a base, completes the DD form 2564, Annual Report Freedom of Information Act?
|
Base FOIA manager
|
|
|
What does the staging area reviews to determine what records are eligible for disposal?
|
SF Form 135, Records Transmittal and Receipt
|
|
|
How are magnetic medium and tapes disposed of?
|
Degauss or overwrite
|
|
|
Privacy Act officers are responsible for?
|
Investigating complaints
|
|
|
What must recycling contracts include to recycle Privacy Act Material?
|
Specific contract clause on safeguarding privacy material until its destruction
|
|
|
Data in form that can be read and processed by a computer and satisfies the legal definition of a record that is a/an
|
Electronic record
|
|
|
Who is the focal point in a functional area for general privacy act questions?
|
Privacy Act monitor
|
|
|
Who places official records in electronic file areas?
|
Users
|
|
|
Who should read-only records access rights be given to?
|
Personnel who have a need to know
|
|
|
What type of request allows other Air Force directives to give individuals access to Privacy Act records?
|
Functional
|
|
|
How must your electronic and paper filing systems function?
|
Jointly
|
|
|
What is the fine that may be imposed for maintaining a Privacy Act record system that has not been published in the federal register or for making an unauthorized disclosure?
|
$5,000
|
|
|
Which element of a Privacy Act statement provides a list of where and why the information will be disclosed outside the DOD?
|
Routine uses
|
|
|
To reduce costly, ineffective, and redundant information collections and reporting requirements is the information collections and reports management programs’
|
Purpose
|
|
|
What is the fundamental policy for information collections and reports?
|
Control and minimize the burden
|
|
|
What penalty can be imposed on an individual for making an unauthorized disclosure of Privacy Act information?
|
$5,000 fine
|
|
|
What do the letters and numbers of a reports control symbol indicate?
|
The Report has been reviewed and approved.
|
|
|
What is the most effective and economical way to state policies and procedures?
|
Publications
|
|
|
Which type of personal information can be given to third parties without the individual’s consent?
|
Past duty assignments
|
|
|
As technology advances, to what type of publishing system is the Air Force migrating?
|
DOD-Wide
|
|
|
Who evaluates and approves request to establish special publication systems?
|
Publications manager
|
|
|
What must the system manager do to avoid unauthorized disclosures of Privacy Act information?
|
Verify the identity of all requestors
|
|
|
As a rule, how many days is the maximum a temporary visual aid should be displayed?
|
90
|
|
|
How should responses to requests for information from news media representatives be handled?
|
Encouraged to ELIMINATE the need for requestors to invoke the provision of the FOIA.
|
|
|
When should you establish a formal paper version requirement for publications?
|
Mission-related need only
|
|
|
In which section of Part I of the Air Force publishing product announcement would you find GENERAL INFORMATION?
|
SECTION D
|
|
|
What is used to determine the disposal of Privacy Act records?
|
Records retention schedule
|
|
|
Which distribution symbol is for classified publications and stocked and issued by the OPR?
|
X
|
|
|
Why is a transfer of large quantities of Privacy Act records in bulk to the defense reutilization and marketing office NOT considered a release of personal information?
|
Sheer volume makes it difficult to readily identify specific individual records
|
|
|
What type of distribution will not be placed on the Air Force publishing web site?
|
L and X
|
|
|
Which Distribution symbol is the MOST WIDELY used?
|
F
|
|
|
When a basic directive is superseded, its supplement
|
Automatically stays in effect
|
|
|
When is FOR OFFICIAL USE ONLY records marked?
|
When they are created
|
|
|
When would a biennial review NOT be required?
|
If a special review was performed within the last 90 days.
|
|
|
What does the Air Force forms management program provide to help management capture information?
|
Data collection tools
|
|
|
What exemptions must information marked FOUO meets under the freedom of information act or it cannot be withheld?
|
2 through 9
|
|
|
In which section of Part II of the product announcement would your information salvage, dispose, or replacement?
|
SECTION B
|
|
|
What protection is applied to FOUO documents during normal duty hours?
|
Place them in an OUT-OF-SIGHT location
|
|
|
Who establishes standards and methods for analyzing, categorizing, designing, controlling, producing, and maintaining all departmental forms?
|
Air Force Departmental Publishing Office
|
|
|
Who has the responsibility to conduct a forms review every 2 years based on the creation date of a form?
|
Office of Primary Responsibility
|
|
|
What type of form is used in two or more staff offices of a headquarters?
|
Headquarters
|
|
|
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
|
|
|
Which of the following is NOT a basis for a form’s biennial review?
|
Date electronically released.
|
|
|
On the average, about what percentage of a communication do you write in the active voice to communicate effectively?
|
75
|
|
|
Who initiates special and reprint forms reviews on an “as needed” basic?
|
Forms Manager
|
|
|
What type of IMT change affect the visual and physical image?
|
Revision
|
|
|
In order to deliver a clear message, you should use sentences that are no longer than?
|
40 words
|
|
|
What is the MAIN difference between an official memorandum and a personal letter?
|
Format
|
|
|
What type of memorandum for record is an in-house document to record information that would otherwise not be recorded in writing?
|
Separate Page
|
|
|
Multi-purpose written briefs that provide information, forward items of interest, or summarize problems are?
|
Background Papers
|
|
|
Who is responsible for safeguarding his or her common access care and the personnel identification number?
|
User
|
|
|
Who ensures that action offices package and address communications correctly and that essential mailing elements stand out?
|
Activity distribution office
|
|
|
What MUST you do with unsealed containers endorse “DO NOT FORWARD” that remains in action offices at the close of business?
|
Inspect to determine classification of contents and protect them accordingly.
|
|
|
Which mail class is for use ONLY by unauthorized publishers and registered newsagents?
|
Periodicals
|
|
|
What type of security classification involves information that is extracted or paraphrased?
|
Derivative
|
|
|
Who determines whether the recipient has a legitimate need for access to the classified information?
|
Processor
|
|
|
Who is responsible for protecting and accounting for classified material at all times?
|
Custodians
|
|
|
What are the appropriate procedures for handling classified information that you remove from an approved storage container?
|
Keep under constant watch and turn it face down or cover it with a cover sheet.
|
|
|
The purpose of conducting end-of-day security checks in units that process classified information is to ensure?
|
Classified information is stored appropriately.
|
|
|
What is any knowing, willful, or negligent action that could reasonably be expected to result in an unauthorized disclosure of classified information?
|
Violation
|
|
|
Which is not a purpose of classified markings and designations?
|
Provide guidance on disposition of records
|
|
|
Where is the overall classification placed on slides and transparencies?
|
Image area of the item and border, holder, or frame.
|
|
|
To help control accountable communications while in Air Force channels, the Air Force uses
|
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 AF Form 12, ACCOUNTABLE CONTAINER RECEIPT
|
|
|
The best choice for ensuring accountable containers stay in a controlled environment is to mail them
|
Registered
|
|
|
When you mail classified material, address containers to the
|
Office that is to take action on it
|
|
|
Who is responsible for ensuring an adequate local destruction facility exists?
|
Installation commander
|
