question

What plays a vital role in managing and operating Air Force activities?

answer

Records

question

Whose rights must be protected through the proper implementation of the records management programs?

answer

The United States government and persons directly affected by Air Force actions

question

What are Draft records?

answer

Records that can be altered and have not been signed or officially released

question

What are Final records?

answer

Records that have been signed, officially released and cannot be altered

question

How must Air Force units at all levels manage records?

answer

Systematically to make sure they are complete, accurate, trustworthy, and easily accessible

question

What records relate solely to an individual's private affair?

answer

Personal records

question

Manages the base staging area

answer

RM

question

Ensures offices of records receive a staff assistance visit at least every 24 months

answer

FARM

question

Ensures records custodians attend record management training

answer

COR

question

Maintains the office files plan and accountability for active and inactive records

answer

RC

question

Ensures all personnel who create, maintain, and dispose of records, attend records management training.

answer

COR

question

Trains all personnel within three months of assignment, whose duties include filing, maintaining, and disposing of records

answer

RC

question

The BRM ensures offices of record receive a SAV how often?

answer

Every 24 Months

question

What is a staging area used for?

answer

Temporary storage of records pending destruction or transfer to a Federal records center

question

How should you save e-mails?

answer

In Message Format to keep all attachments intact and to store file in their native form

question

What contributed to the need for an ERM solution?

answer

E-mail revolutionized the flow of communication and significantly contributed to the need for an ERM solution

question

Who will work together to create an effective, base-wide e-record file structure?

answer

BRMs, NCC staff, and CSAs

question

What happens to a document after it is signed or approved by an authorized authority?

answer

The document becomes a record and must be transferred to the shared drive designated for records to ensure proper lifecycle management

question

Who must monitor the e-file box and assist and or file the records in the box?

answer

The FARM and RC

question

Why do we want to fill out the summary information on documents we create?

answer

Final records will be easier to manage and retrieve

question

How does AFRIMS ensure standardization and accuracy of every record series?

answer

by ensuring offices Air Force-wide use the same disposition instructions for records

question

What is AFRIMS specifically responsible for automating?

answer

the preparation and maintenance of the files maintenance and disposition plan, and files disposition control label

question

What does AFRIMS provide from the RDS?

answer

an on-line database of tables and rules

question

What labels does AFRIMS print?

answer

the subdivisions along with the file disposition control labels and file folder labels of the items on the file plan.

question

What type of material is never entered into AFRIMS?

answer

sensitive, classified, or PA material

question

What is the decision logic table?

answer

a read-only database which allows users to view and print series RDS information, tables, rules, disposition instructions, and notes. The decision logic tables are approved by the national archives and records administration

question

What are the first and second numbers of the decision logic tables associated with?

answer

The first number is the publication series and the second number is assigned for control purposes only

question

What program generates the file disposition control labels?

answer

AFRIMS

question

How many tables and rules can be applied to each record series?

answer

Only one

question

What are the requirements for placing disposition control labels on a guide card?

answer

The label is usually affixed to the first (left) tab position of the guide card, but you may place it on the first, second, or third tab positions provided you do this consistently throughout the files

question

What purpose does the disposition guide card serve?

answer

to identify the records filed behind it and to provide cutoff and disposition instructions for the records

question

Where do you place the disposition control label on records located away from the file drawer?

answer

place the disposition control label either on each container or on a card or sheet of paper in the container or binder, where it is obvious

question

Where do you place the disposition control label when a series is filed in more than one container?

answer

place the disposition label on the first container or on each container

question

What purpose do folders serve?

answer

used to group related paper records together

question

What should be done with folders when they become too bulky for use?

answer

use more file folders as necessary. Be sure to affix more file folder labels to each additional folder and identify, on the label, the inclusive dates included on each of the file folders

question

What is shown on the file folder label?

answer

the item number, series title, and the office of record

question

What is added to the file folder label when there is a retention period of one year or longer?

answer

add the year (CY or FY)

question

What is done when files expand to more than one drawer?

answer

review the file plan to determine the inclusive series numbers to be placed on the drawer labels

question

What is the first step in filing a document?

answer

assemble the documents for filing in the same manner as required for their creation, dispatch, and use with the latest action on top

question

What should you do prior to filing a document if an attachment is missing?

answer

Take action to get the missing records or information included in the file or make a notation to show what part of the file is missing or where filed, if included in another series

question

What items do you remove from a document prior to filing?

answer

Remove all mail control forms and receipts, envelopes, and memo routing or coordination slips, except those containing remarks of significant record value

question

How is a record marked for filing?

answer

by using the word "file" and the proper official's initials. Mark for file and file code in the upper right hand corner of the record. Use the item number of the separate series from the file plan

question

What is the primary purpose for maintaining records?

answer

to ensure we can give needed information to decision makers whenever and wherever it is needed

question

What is the first item in a file plan?

answer

the file plan

question

What form do you use for cross-reference?

answer

DD Form 2861

question

What can you use if the official cross-referencing form is not available?

answer

make copies of the record and file each copy in the applicable series

question

What does cross-referencing provide?

answer

provides more reliable files service as long as excessive cross-referencing is avoided

question

Why are records kept?

answer

Because they contain needed information

question

Why are filing systems developed?

answer

So information can be retrieved promptly and efficiently

question

Where is the AF Form 614 filed?

answer

put the form in place of the removed record or folder

question

Define disposition.

answer

Includes destruction, salvage, and donation; transfer to the staging area or record center; and transfer to staging area or records center; transfer from one organization to another

question

What are the two categorized areas of disposition?

answer

transfer and destruction

question

What key roles does the records disposition program play in the management of Air Force records?

answer

In economic and efficient management of Air Force records

question

What does the records disposition program consists of?

answer

•Scheduling all records for retention or periodic destruction. •Preserving records that reflect the organization, functions, policies, decisions, procedures, and essential transactions of the Air Force. •Preserving records that protect the legal and financial rights of the government and of individuals that Air Force actions directly affect. •Offering records of enduring value for permanent preservation in the national archives. •Promptly and systematically disposing of records of temporary value. •Setting up safeguards against illegal removal, loss, or destruction of records

question

What are the three objectives of the records disposition program?

answer

•Retire long-term (10 years old or older) paper records to authorized federal record centers. Long-term electronic records are stored within the Air Force. •Transfer short-term paper records, (less than 10 years old) to authorized local staging areas. •Dispose of short-term holdings as soon as authorized

question

What is the length of time the Air Force keeps a record?

answer

Depends on its retention period

question

What retention period do records have that are not authorized for a specific disposition?

answer

Permanent

question

What does enduring value mean?

answer

The documentation will remain in existence indefinitely

question

Define a temporary record.

answer

Temporary records are any records determined by the Archivist of the United States to have insufficient value to warrant preservation by the National Archives

question

How do you destroy magnetic tapes or other magnetic medium?

answer

Degauss (neutralize the magnetic field or erase information from) or overwrite magnetic tapes or other magnetic medium

question

What should you do with records when a unit is redesignated or reorganized and there is no change in function or mission?

answer

the files are continued and cut off the same way and at the same time as if no change of status had occurred (except that all files created after redesignation bear the new designation's name)

question

When can records with a retention period of more than two years be retired to the proper federal records center any time after the cutoff?

answer

In hostile or potentially hostile areas, during war or when war seems imminent

question

When can you dispose of records without regard to the table and rules?

answer

1. The records are a menace to health, life, or property. 2. A state of war or threatened war or hostile action occurs and the unit is located outside the continental United States (CONUS). In this case, destroy the records. 3. Keeping the records would be prejudicial to the interest of the United States. 4. If the records are taking up space urgently needed for military purposes. 5. The records are not considered valuable enough to warrant preservation

question

What does the vital records program ensure?

answer

Continuity of government during national emergencies

question

What are the two traditional types of vital records?

answer

emergency-operating records and records needed to protect rights

question

What is an emergency?

answer

a situation or an occurrence of a serious nature, developing suddenly and unexpectedly, and demanding immediate action

question

What is a disaster?

answer

an unexpected occurrence inflicting widespread destruction and distress and having long-term adverse effects on agency operations

question

Given the importance of vital records, how should agencies arrange for offsite storage?

answer

agencies should arrange for offsite storage of copies in a facility not subject to the same emergency or disaster but still reasonably accessible to agency staff

question

How do records custodians accomplish the end-of-year closeout?

answer

By transferring physical records to the inactive files area or to the staging area

question

Define cutoff.

answer

term we use for separating active records from inactive records

question

How often should the records custodian review the file plan?

answer

at least annually

question

What determines the cutoff for active records?

answer

The retention period

question

What are the three cutoff periods?

answer

• N/A - disposition instruction does not contain a month or year. • MO - disposition instructions contain 1 to 11 months. • 30 Sep/31 Dec - disposition instruction contains a year or 12 months or more

question

How is the cutoff identified when it does not contain a month or year?

answer

N/A

question

What form is used as a packing list for transferred or retired records?

answer

SF135

question

When is a separate SF 135 prepared?

answer

A separate SF 135 is prepared for each series of temporary records in a shipment and for permanent records. You must also prepare a separate SF 135 for unclassified, SECRET, CONFIDENTIAL, and TOP SECRET records, regardless of volume, when records are placed in a staging area.

question

What minimum items should be included on deployed unit file plans?

answer

maintenance and disposition, policy and precedent, delegations, general correspondence, office administrative files, transitory and word processing files maintained in organized file, in accordance with the RDS

question

What record management advice did the DOD provide on 15 Aug 2003?

answer

advised that records on combat operations in Iraq and those of all major deployments are of historical value and must be preserved for future studies and analyses

question

Who is the Air Force working with to establish archiving capabilities?

answer

NARA and other major AOR areas such as Central Air Force (CENTAF)

question

Who manages the staging area for a base?

answer

BRM

question

What type of records do these facilities maintain?

answer

records with a retention period of less than nine years to eliminate the expense of transporting records to the FRC

question

What types of records are not kept at the staging area?

answer

active records

question

Who must approve a waiver to grant small volumes of 2- to 8-year retention records to be kept in the current files area?

answer

Base RM

question

What are some of the criteria that must be met for selecting a staging area?

answer

The staging area must be weather tight, and if practical, fire-resistant. The space must have adequate light, heat, ventilation, and be close to restroom facilities. Seal holes in walls and floors against insects and rodents. If insects are found, eliminate them using a dry-base insecticide

question

What does an OPR use an Air Force Form 525, Records Disposition Recommendation, for?

answer

To recommend a change, addition, or deletion to the records disposition schedule

question

What must you do if the disposition of the record cannot be determined in advance of the implementation of a directive because of unknown user and reference needs for the record?

answer

The OPR simply recommends a proposed disposition standard and submits the AF Form 525 with a qualifying statement

question

What is the minimum length of time an Air Force Form 525 stays in suspense with the records manager if a disposition cannot be determined?

answer

the RM holds the AF Form 525 in suspense for at least six months and then asks for the OPR's confirmation of the proposed disposition

question

What is the Federal Register?

answer

the OFR 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

question

What are some of the responsibilities of the AFFRLO?

answer

• Act as the single point of contact with the OFR. • Provide advice/guidance to AF personnel on publishing rules and notices. • Ensure that rules prepared by Air Force organizations include certification and statements of determination in compliance with executive, legislative, and Federal Register requirements. • Authorize, certify, validate, obtain regulatory identifier number (RIN), assign billing code,and send rules and notices to the OFR for publication in the Federal Register. • Maintain original certifications and statements of determination.

question

Air Force units at what level must document their organization, function, and activities and preserve their records by implementing effective lifecycle management procedures within their areas of responsibility?

answer

Every

question

Which of the following is not an example of an Air Force record?

answer

Museum material

question

What type of record is created when the Air National Guard (ANG) is creating the records and the federal emergency management agency get involved and federal dollars are put towards the emergency

answer

State and federal only

question

Once they are assigned, active duty personnel whose duties include filing, maintaining, and disposing of official records must be trained within

answer

3 months

question

who appoints a records custodian?

answer

Chief of the Office of Record (COR)

question

who should know and implement the records maintenance, use, and disposition policies and procedures for records maintained?

answer

Records custodian (RC)

question

By filling out summary information for documents you create, your final records will be

answer

easier to manage and retrieve

question

How does the Air Force Records Information Management (AFRIMS) ensure standardization and accuracy of every records series?

answer

Ensuring offices Air Force-wide use the same disposition instructions for records

question

what type of labels does the Air Force Records Information Management System (AFRIMS) print?

answer

Subdivision

question

The Air Force Records Information System (AFRIMS) generates a file disposition control label for

answer

each item listed on the file plan

question

How many disposition authorities (table and rule) are allowed per records series?

answer

One

question

What identifies file records and provides the cutoff for the records?

answer

Disposition guide cards

question

Where are labels placed on the file folders?

answer

Placement is based on the needs of the office and is consistent

question

What information does not appear on a subdivision label?

answer

Cutoff

question

What is reviewed when files expand to more than one drawer or files are filed in other locations to determine the inclusive series number to be placed on the drawer label?

answer

File Plan

question

what should you remove from a document prior to filing?

answer

Envelopes

question

why is the file plan filed as the first item in a filing system?

answer

to help retrieve filed documents efficiently

question

What gives the reader a reference trail to follow when a document is located somewhere else?

answer

Cross-reference sheet

question

When additional copies of a record for cross-referencing, how is the cross-reference locations identified?

answer

Mark each copy by circling the appropriate file code showing where the duplicate copies are filed

question

Cross-refrencing provides more reliable files service as long as

answer

excessive cross-referencing is avoided

question

What determination must be made before a record can be loaned to an authorized person?

answer

period of time a record is needed

question

What is "dispositon", when dealing with Air Force records?

answer

Actions taken with inactive records

question

What is disposition based when dealing with Air Force records?

answer

Time period or event

question

How does the records disposition program play a key role in the management of Air Force records?

answer

Economic and efficient management

question

How are long-term paper records 10 years or older handled?

answer

Retired to authorized federal records centers

question

Who is authorized to approve the permanent retention of records?

answer

Archivist of the United States

question

When units change status but do not change function or mission, files are

answer

continued and cut off the same way and at the same time as if no change of status had occured

question

The emergency disposal of records, without regard to tables and rules, is applied when the records

answer

are a menace to health, life, or property

question

What is the first part of the plan when developing a vital records plan?

answer

Description of the records

question

Each of the following is a description of files cutoff except

answer

physically stop adding records to a series

question

Which of the following is not a cutoff period?

answer

Quarterly

question

At least how many years remaining retention must records have to be shipped to a federal records center?

answer

Three

question

What type of records does the SF 135, Records Transmittal and Receipt, identify?

answer

Retirement to a fderal records center, staging center, or transfer to another organization

question

What type of records does the staging area store?

answer

Permanent and temporary

question

Who approves a waiver to keep small volumes of 2- to 8-year retention records in the current files area?

answer

Base records manager (BRM)

question

What does the staging area review to determine what records are eligible for disposal and when?

answer

SF form 135, Records Transmittal and Receipt before the end of each calendar year (CY) or fiscal year (FY)

question

To recycle Privacy Act (PA) material, what must recycling contracts include?

answer

Specific contract clause on safeguarding privacy material until it's destruction

question

who does the office of primary responsibility (OPR) submit an AF IMT 525, Records Disposition Recommendation, to?

answer

Records manager (RM)

question

Which of the following is an objective for determining retention?

answer

how much Air Force documentation is really essential

question

What is the official daily publication for rules, proposed rules, and notices of federal agencies and organizations, and other presidential documents?

answer

The federal register

question

What is one of the duties of the Air Force Federal Liasian Office (AFFRLO)?

answer

Provide advice/guidance to Air Force personnel on publishing rules and notices.

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