Naval Records Management – Flashcards
16 test answers
Unlock all answers in this set
Unlock answers 16question
How are records retention standards numbered in the SECNAV M-5210.1?
answer
According to SECNAV Manual 5210.1 (the Department of the Navy File Maintenance Procedures) and SSIC
Unlock the answer
question
What amount of space should be left when packing records in standard Federal Records Center (FRC) cartons?
answer
Leave one inch of space of carton to permit easy withdrawal of folders for reference
Unlock the answer
question
How should you pack letter-size folders in standard FRC cartons?
answer
Upright facing the numbered end while preserving the original file arrangement
Unlock the answer
question
How should you pack legal-size folders in standard FRC cartons?
answer
Facing the "left" side of the carton while preserving the original file arrangement
Unlock the answer
question
What action is required PRIOR to shipping records to a Federal Records Center (FRC)?
answer
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.
Unlock the answer
question
How should computer discs be packed for shipping to a Federal Records Center?
answer
In special FRC cartons available for them, packed vertically on their edges (never flat or horizontally)
Unlock the answer
question
How should cartons be marked for shipping to a Federal Records Center?
answer
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
Unlock the answer
question
Should you use labels to mark cartons for shipping cartons to the Federal Records Center (FRC)?
answer
NO! Always write the accession number and box number directly on the box
Unlock the answer
question
What form is used with a letter or memorandum to request reference service from a Federal Reocrds Center (FRC)?
answer
Optional Form (OF) 11, Reference Request-Federal Records Center
Unlock the answer
question
How is the retention period calculated, when it is expressed (in SECNAV - M5210.1) in terms of years or months?
answer
The period is calculated commencing with the cut off date
Unlock the answer
question
What is meant by a "retirement period" for records?
answer
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)
Unlock the answer
question
How are activities notified should it become necessary to move records within the FRC?
answer
NA Form 13016, Notice of Accession Location Change, is mailed the month following the relocation
Unlock the answer
