Naval Records Management – Flashcards
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What has replaced SECNAVINST 5212.5D (Navy and Marine Corps Records Disposition Manual) and SECNAVINST 5210.15A (Vital Records Program)?
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SECNAV - M5210.1, Department of the Navy (DON), Navy Records Management Program, Records Management Manual
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Who published the SECNAV - M5210.1, DON Recordes Management Manual?
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DON Chief Information Officer
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What manual contains guidelines for implementing life-cycle management of DON Records and provides procedures for the DON Records Management Program?
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SECNAV - M5210.1, DON Records Management Manual
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What naval records are authorized for emergency destruction when the United States is at war with another nation or hostile actions appears imminent?
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ONLY those held outside the territorial limits of the continental United States
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How are records retention standards numbered in the SECNAV M-5210.1?
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According to SECNAV Manual 5210.1 (the Department of the Navy File Maintenance Procedures) and SSIC
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What amount of space should be left when packing records in standard Federal Records Center (FRC) cartons?
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Leave one inch of space of carton to permit easy withdrawal of folders for reference
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How should you pack letter-size folders in standard FRC cartons?
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Upright facing the numbered end while preserving the original file arrangement
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How should you pack legal-size folders in standard FRC cartons?
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Facing the "left" side of the carton while preserving the original file arrangement
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What action is required PRIOR to shipping records to a Federal Records Center (FRC)?
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Forward the original and one copy of the Standard Form (SF) 135, Records Transmittal and Receipt, to the FRC for approval. Hold one copy for your suspense file.
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How should computer discs be packed for shipping to a Federal Records Center?
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In special FRC cartons available for them, packed vertically on their edges (never flat or horizontally)
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How should cartons be marked for shipping to a Federal Records Center?
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Using a permanent black felt-tip marker, write the full accession number and the approved SF 135 in the front upper left corner of each carton
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Should you use labels to mark cartons for shipping cartons to the Federal Records Center (FRC)?
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NO! Always write the accession number and box number directly on the box
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What form is used with a letter or memorandum to request reference service from a Federal Reocrds Center (FRC)?
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Optional Form (OF) 11, Reference Request-Federal Records Center
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How is the retention period calculated, when it is expressed (in SECNAV - M5210.1) in terms of years or months?
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The period is calculated commencing with the cut off date
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What is meant by a "retirement period" for records?
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The period of time which records are to be retained before being removed from a current files area to a designated local storage area. (NOTE: A retirement period must be distinguished from a retention period)
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How are activities notified should it become necessary to move records within the FRC?
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NA Form 13016, Notice of Accession Location Change, is mailed the month following the relocation
