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75 Cards in this Set
- Front
- Back
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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?
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Records management program
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How often must the command records manager review each base records management program?
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every 24 months
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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
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3 months
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Who maintains the office file plans and accountability for active and inactive files?
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Records custodian
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What should agencies develop to respond to emergencies or diasters that may damage records?
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plan of action
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Where should copies of vital records be stored?
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facility not subject to the same disater or emergency but still reasonably accessible
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What is specifically responsible for automating the preparation and maintenance of the files maintenance and disposition plan?
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AFRIMS
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What type of label does the records information management system print?
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subdivision
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What is the first step in preparing the file plan for your office?
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determining what type of records your office is responsible for maintaining
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What identifies file records and provifes the cutoff for the records?
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disposition guide cards
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When more than one item number is kept in the same file, disposition control labels are placed on
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the same guide card
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Where are labels placed on the file folders?
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consistently
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Why is the file plan filed as the first item in a filing system?
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to help retrieve 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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What must you use to control the loan of records?
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Air Force Form 614, Charge Out Record
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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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On what is disposition based?
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time period or event
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How does the records disposition program play a key role in the management of Air Force records?
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economic and efficient management
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Who is authorized to approve permanent retention of records?
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Archivist of the United States
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When units change status but do not change function or mission, files are
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continued and cut off the same way and at the same time as if no change of status has occured
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Who does the OPR submit an AF IMT 525, Records Disposition Recommendation to?
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Records manager
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What type of records does the staging area store?
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permanent and temporary
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How much more remaining retention must records have to be shipped to a federal records center?
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3 years or more
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What type of record does the SF 135, Records Transmittal and Receipt, identify?
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retirement to a federal records center, staging area, or transfer to another organization
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What should be done when shipping classified and unclassified information?
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seperate the records before shipping
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How are electronic records maintained in a deployed location?
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according to the records disposition schedule
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What does the staging area review to determine what records are eligible for disposal?
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SF Form 135, Records Transmittal and Receipt
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How are magnetic medium and tapes disposed of?
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degauss or overwrite
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To recycle privacy act material, what must recycling contracts include?
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specific contract clause on safeguarding privacy act material until its destruction
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Data in a form that can be read and processed by a computer and satisfies the legal definition of a record is an
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electronic record
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Who places official records in electronic file areas?
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users
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Who should read only records access rights be given to?
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personnel who have a need to know
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How must your electronic and paper filing systems function?
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Jointly
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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?
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$5,000
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To reduce costly, ineffective, and redundant information collections and reporting requirements is the information collecion and reports management programs
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purpose
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Wha is the fundamental policy for information collection and reports?
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control and minimize the burden
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What do the letters and numbers of a reports control symbol indicate?
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the report has been reviewed and approved
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What plays a vital role in managing and operating Air Force activities?
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records
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What is the planning, controlling, directing, organizing, training, promoting, and other managerial activities with the respect to records creation, maintenance, use, and disposition?
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records management
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What is a staging area used for?
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temporary storage of records pending destruction or transfer to a federal records center
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What is a situation or an occurence of a serious nature, devloping suddenly and unexpextedly, and demanding immediate action?
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emergency
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What is an unexpected occurence inflicting widepsread destruction and distress and having long term adverse effects on agency operations?
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disaster
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What does AFRIMS provide from the records disposition schedule?
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online database of tables and rules
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What type of material is never entered into AFRIMS?
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sensitive, safeguard, or privacy act material
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What is a comprehensice group of series that contains records disposition schedules approved by the National Archives and Records Administration (NARA)?
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decision logic table
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What program generates the file disposition control labels?
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AFRIMS
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Where is the disposition control label placed when a series is files in more than one container?
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on the first or each container
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What purpose do file folders serve?
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to group related paper records together
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What should be done with folders when they become too bulky for use?
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use more file folders as necessary
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What is shown on the file folder label?
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item number, series title, and the office of record
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What is added to the file folder label when there is a retention period of 1 year or longer?
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the year (calendar or fiscal)
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What is the first item in a file plan?
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file maintenence and disposition plan
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What form is used for cross-reference?
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DD Form 2861
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Why are record kept?
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because they contain needed information
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Where is the AF Form 614 filed?
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put in place of removed record or file
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What is the term we use for seperaring active from inactive records?
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cutoff
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How often should the records custodian review the file plan?
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anually
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What determines the cutoff for active records?
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the retention period
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What are the two categorized areas of disposition?
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transfer and destruction
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What is the length of time an Air Force keeps a record?
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retention period
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What retention period do records have that are not authorized for a specific disposition?
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permanent
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What does enduring value mean?
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the documentation will remain in existence indefinitely
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What is any record identified by an Archivist of the United States as not having sufficient value to warrent permant preservation?
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temporary
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When an OPR needs to add a new series or revise its existing disposition standard, to who is the request submitted?
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records manager
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Who manages the staging area for a base?
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records manager
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What type of records are not kept at the staging area?
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active records
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Who must approve a waiver to grant small volumes of 2 to 8 year retention records to be kept in the current files area?
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records manager
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How are records destroyed?
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any method that prevents compromise
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Who is responsible for transfering active and inactive records within the ERM?
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records custodian
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Who overseas he central e-file areas to ensure personnel are in complience with e-file guidance?
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FARM
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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?
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federal register
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What are two ways a PA statement can be given?
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orally or in writing
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What four items must a PA statement include?
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authority, purpoe, routine dues, and disclosure
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How are SSNs protected?
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FOR OFFICIAL USE ONLY (FOUO)
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What role does the defense reutilization and marketing office in records disposition?
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dispose of paper products
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