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75 Cards in this Set

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Commanders and staff agent 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 file plans and accountability for active and inactive files?
Records custodian
What should agencies develop to respond to emergencies or diasters that may damage records?
plan of action
Where should copies of vital records be stored?
facility not subject to the same disater or emergency but still reasonably accessible
What is specifically responsible for automating the preparation and maintenance of the files maintenance and disposition plan?
AFRIMS
What type of label 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 provifes 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
On what is disposition based?
time period or event
How does the records disposition program play a key role in the management of Air Force records?
economic and efficient management
Who is authorized to approve permanent retention of records?
Archivist of the United States
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 has occured
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
How much more remaining retention must records have to be shipped to a federal records center?
3 years or more
What type of record does the SF 135, Records Transmittal and Receipt, identify?
retirement to a federal records center, staging area, or transfer to another organization
What should be done when shipping classified and unclassified information?
seperate the records before shipping
How are electronic records maintained in a deployed location?
according to the records disposition schedule
What does the staging area review 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
To recycle privacy act material, what must recycling contracts include?
specific contract clause on safeguarding privacy act material until its destruction
Data in a form that can be read and processed by a computer and satisfies the legal definition of a record is an
electronic record
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
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
To reduce costly, ineffective, and redundant information collections and reporting requirements is the information collecion and reports management programs
purpose
Wha is the fundamental policy for information collection and reports?
control and minimize the burden
What do the letters and numbers of a reports control symbol indicate?
the report has been reviewed and approved
What plays a vital role in managing and operating Air Force activities?
records
What is the planning, controlling, directing, organizing, training, promoting, and other managerial activities with the respect to records creation, maintenance, use, and disposition?
records management
What is a staging area used for?
temporary storage of records pending destruction or transfer to a federal records center
What is a situation or an occurence of a serious nature, devloping suddenly and unexpextedly, and demanding immediate action?
emergency
What is an unexpected occurence inflicting widepsread destruction and distress and having long term adverse effects on agency operations?
disaster
What does AFRIMS provide from the records disposition schedule?
online database of tables and rules
What type of material is never entered into AFRIMS?
sensitive, safeguard, or privacy act material
What is a comprehensice group of series that contains records disposition schedules approved by the National Archives and Records Administration (NARA)?
decision logic table
What program generates the file disposition control labels?
AFRIMS
Where is the disposition control label placed when a series is files in more than one container?
on the first or each container
What purpose do file 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 necessary
What is shown on the file folder label?
item number, series title, and the office of record
What is added to the file folder label when there is a retention period of 1 year or longer?
the year (calendar or fiscal)
What is the first item in a file plan?
file maintenence and disposition plan
What form is used for cross-reference?
DD Form 2861
Why are record kept?
because they contain needed information
Where is the AF Form 614 filed?
put in place of removed record or file
What is the term we use for seperaring active from inactive records?
cutoff
How often should the records custodian review the file plan?
anually
What determines the cutoff for active records?
the retention period
What are the two categorized areas of disposition?
transfer and destruction
What is the length of time an Air Force 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 any record identified by an Archivist of the United States as not having sufficient value to warrent permant preservation?
temporary
When an OPR needs to add a new series or revise its existing disposition standard, to who is the request submitted?
records manager
Who manages the staging area for a base?
records manager
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
How are records destroyed?
any method that prevents compromise
Who is responsible for transfering active and inactive records within the ERM?
records custodian
Who overseas he central e-file areas to ensure personnel are in complience with e-file guidance?
FARM
What 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?
federal register
What are two ways a PA statement can be given?
orally or in writing
What four items must a PA statement include?
authority, purpoe, routine dues, and disclosure
How are SSNs protected?
FOR OFFICIAL USE ONLY (FOUO)
What role does the defense reutilization and marketing office in records disposition?
dispose of paper products