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100 Cards in this Set
- Front
- Back
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The AF portal provides essential online resources for the AF at a single location, and it also does the following except what?
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Provide faster, reliable service
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Who is the approval authority for the public web pages?
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Unit commander
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What Info is required for all top level private web pages?
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Web page maintainer's organization, commercial and DSN phone number, and E-mail
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Who is the approval authority for the private web pages?
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Unit commander
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What is the primary purpose of managing AF info?
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Effectively and efficiently enhance the AF mission
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Which of the following are ways we manage inf in support of information resources management?
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Security and privacy
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What stage of the life cycle mgt provides preservation?
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Storage
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What is the objective of the electronic communications program?
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Create clear, efficient, and effective communications
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Which plain language element emphasizes the need to put your main message up front?
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Logical organization
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Which plain language element reinforces the message that the document is intended for the reader?
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Pronouns
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On the average wbout what percentage of communication do you write in the active voice to communicate effectively?
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75%
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Which is not a form memorandum?
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Fill-out
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What type of AF coorespondence receives the most indorsements?
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Memorandums
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What type of memo for record in an in-house document to record information that would otherwise not be recorded in writing?
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Seperate page
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Multipurpose written briefs that provide information, forward items of interest or summarize problems are what?
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Bullet background papers
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Who has the responsibility to ensure the intended receiver receives the tasking?
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Sender
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When an autoarchive storage process is used what type of folder is created?
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Personal
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Once an item is archievd how is it deleted?
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Manually
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What must you do with unsealed containers endorsed "DO NOT FORWARD" that remian in action offices at the close of business?
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Stoe in a classified container
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Which mail class is for use only by authorized publishers and registered news agents?
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Periodical
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When should you use certified mail?
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When required by law, DOD or AF directives
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What 2 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 reciever?
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Container numbers and DD Form 2825, Internal Receipt
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Which is an accurate example of an accountable container number?
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UUB-08-058
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What is the best choice for ensuring accountable containers stay in a controlled environment?
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Mail them Registered
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What level of damage to national security could reasonably be expected if unauthorized disclosure of Top Secret info occurred?
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Exceptionally grave
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What type of classification decision involves info that is paraphrased or restated?
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Derivative
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What is any knowing, willful or negligent action contrary to the requirements of the Executive Order 12958 that is not a security violation?
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Infraction
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What must you do when you find classified material out of proper control?
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Take custody of the material and safeguard it
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What is not a factor in releasing classified info?
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Rank
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Who determines whether the recipient has a legitimate need for access to the classified info?
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Possessor
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How should Top Secret material should never be sent?
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Through the base information transfer system
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When is an outer container not required for the transfer of classified information?
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Secret and below being entered into the base information transfer system
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What must you do when you mail materials of different classifications in one package?
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Place all material in a single inner container
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When you mail classified material, who should you address the container to?
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Office that is to take action on it
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AF units at what level must document their organization, function, and activities and preserve their records by implementing effective lifecycle mgt procedures within their areas of responsibility?
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Every level
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What is not an example of an AF record?
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Museum material
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What type of record is created when the ANG is creating the records and the federal emergency mgt agency gets involved and federal dollars are put towards the emergency?
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Federal only
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Once they are assigned, active duty personnel whose duties include filing, maintaining, and disposing of official records must be trained within how many months?
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3 months
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Who appoints a records custodian?
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Chief of the Office of Record (COR)
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By filling out summary information for documents you create, your final records will be what?
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Easier to manage and retrieve
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How does the AF records information management system (AFRIMS) ensure standardization and accuracy of every records series?
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Ensuring offices AF wide use the same dispositioni instructions for records
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What type of labels does the AFRIMS print?
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Subdivision
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The AFRIMS generates a file disposition control label for what?
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Each item listed on the file plan
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How many disposition authorities (table and rule) are allowed per records series?
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One
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What identifies file records and provides the cutoff for the records?
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Disposition guide cards
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Where are labels placed on the file folders?
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Placement is based on the needs of the office & is consistent.
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What information does not appear on a subdivision label?
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Cutoff
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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?
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File plan
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What should you remove from a document prior to filing?
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Envelopes
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Why is the file plan filed as the first item in a filing system?
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To help retrive filed documents efficiently
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What gives the reader a reference trail to follow when a document is located somewhere else?
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Cross-reference sheet
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When using additional copies of a record for cross-referencing, how is the cross-reference location identified?
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Mark each copy by circling the appropriate file code showing where the duplicate copies are filed
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Cross-referencing provides more reliable files service as long as what?
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Excessive cross-referencing is avoided
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What determination must be made before a record can be loaned to an authorized person?
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Period of time the record is needed
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What is Disposition when dealing with AF records?
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Actions taken with inactive records
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What is diposition based on when dealing with AF records?
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Time period or event
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How does the records disposition program play a key role in the mgt of AF records?
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Economic and efficient mgt
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How are long-term paper records 10 years or older handled?
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Retired to authorized federal records centers
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Who is authorized to approve the permanent retention of records?
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Archivist of the U.S.
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When units change status but do not change function or mission what is done with the the files?
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Continued and cut off the same way and at the same time as if no change of status had occurred
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The emergency disposal of records, without regard to tables and rules, is applied when the records are what?
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A menace to health, life or property
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What is the first part of the plan when developing a vital records plan?
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Description of the records.
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Each of the following is a description of files cutoff except what
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Physically stop adding records to a series
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What is not a cutoff period?
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Quarterly
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At least how many years remaining retention must records have to be shipped to a federal records center?
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Three
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What type of records does the SF 135 Records transmittal and receipt identify?
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Retirement to a federal records center, staging center, or transfer to another organization
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What type of records does the staging area store?
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Permanent and temporary
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Who approves a waiver to keep small volumes of 2 to 8 year retention records in the current files area?
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Base records manager (BRM)
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What does the staging area review to determine what records are eligible for disposal and when?
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SF Form 135, Records transmittal receipt before the end of each calendar year or fiscal year
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To rrecycle privacy act material, what must recycling contracts include?
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Specific contract clause on safeguarding privacy material until its destruction
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Who does the office of primary responsibility submit an AF IMT 525 Records disposition recommendation to?
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Records Manager
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What is an objective for determining retention?
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How much AF documentation is really essential
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What is the official daily publication for rules, proposed rules, and notices of federal agencies and organizations, and other presidential documents?
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The Federal Register
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What is one of the duties of the AF federal register liaison office
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Provide advice/guidance to AF personnel on publishing rules and notices
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The DOD's policy on providing information on its activities in an open manner to the general public is to provide what?
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A maximum amount of accurate and timely information concerning its activities
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Who is responsible for preparing and coordinating on all proposed replies to a Freedom of Information Act requestor?
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Freedom of Information Act manager
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Who is the focal point for the Freedom of Information Act portioni of the installation web site?
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FOIA manager
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Who finds and provides the requested records and helps to determine whether to release the records?
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Office of primary responsibility
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Who acts as the declassification authority when such action is appropriate and coordinates the release or denial or records?
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Office of primary responsibility (OPR)
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Freedom of Information Act requests categorized as simple involve what kind of records?
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Small in volume
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Who does a requester submit an appeal to when a FOIA office withholds a record from release because they determined the record is exempt under one or more of the exemptions?
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Secretary of the AF
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An official system of records must be what?
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Authorized by law or executive order
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Who is the focal point in a functional area for general PA questions?
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PA monitor
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What type of request allows other AF directives to give individuals access to PA records?
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Functional
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To avoid conflicts or discrepancies, the best possible source for collecting personal data is what?
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The subject of the record
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When working with the PA information if more protection is needed for a system of records be sure to balance what?
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Additional protection measures against risk and cost
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What is used to determine the disposal of PA records?
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Records retention schedule
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Which element of a PA statement shows the reason you are collecting the info?
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Purpose
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What type of information should be considered and protected as FOUO?
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Info that may be withheld because disclosure would cause a foreseeable harm to an interest protected by the freedom of information act.
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What actions are appropriate when unauthorized disclosure of FOUO records occurs?
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Appropriate administrative actions to fix the cause, disciplinary actions as needed, and notify the originating organization
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When should FOUO markings on a file or document be terminated?
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When circumstances indicate the information no longer requires protection from public disclosure
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Which step is not in the publishing process of electronic products?
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Producing
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Who is authorized to serve as the POC for, provide coordination on, certify, and/or approve official AF pubs and forms?
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Only civilian employees or military members of the AF
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When is a special review of a pub or form is conducted?
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OPR decides a publication needs to be changed before its 2 year review
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When should you establish a formal paper version requirement for pubs?
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Mission-related only
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What do Admin changes to pubs not affect?
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Subject Matter
Content Authority Purpose Application |
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Up to what amount is the fine that may be imposed for maintaining a PA records system that hasn't been published in the federal register or for making an unauthorized disclosure?
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Up to $5,000
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To reduce costly, ineffective, and redundant info collections and reporting requirements is the information collection and reports management programs what?
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Purpose
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What is the mgt tool used to monitor and control internal reporting requirements?
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Reports control symbol
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Administrative changes to publications do not affect subject matter what?
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Content, authority, purpose and application
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