What collaboration services are available for electronic communications?

 Web conferencing, instant messaging,collaboritve workspace,and application sharing

 What enables users to communicate and interact with groups large and small, in real-time, using

high-impact presentations and essential collaboration tools?

 What collaborative tool provides comprehensive content management and enterprise searches?

 What is the Air Force goal concerning accessibility to Internet resources?

Within acceptable risk, the goal provides personnel requiring access for official business maximum

accessibility to Internet resources.

 What continues to increase as a technique for obtaining and disseminating information

worldwide?

 Use of the Web or Web technologies.

 Name a few requirements that must be met for posting information on private Web pages.

 (1) Pages must not violate vendors’ license agreements.

(2) Each page must display required warning notices and banners.

(3) All top-level pages must contain the Web page maintainer’s organization, office symbol, commercial

telephone number, DSN phone number, organizational e-mail address.

(4) Must meet the minimum requirements.

 Who is the final approval authority for the Internet release package?

 Unit commander

 What does “information” include?

 Any statement or reception of knowledge such as facts, data, or opinions, including numerical, graphic, or

narrative forms, whether oral or maintained in any media, including computerized databases, paper,

microform, or magnetic tape.

 What is the primary purpose of managing information effectively and efficiently?

To enhance the Air Force mission.

 What are five ways we manage information in support of information resources management?

 (1) Security.

(2) Privacy.

(3) Freedom of information.

(4) Paperwork reduction.

(5) Records preservation.

 What are the stages of life cycle management?

(1) Creation/collection.

(2) Processing.

(3) Dissemination.

(4) Use.

(5) Storage.

(6) Disposition

 How is communications defined?

 The process of sharing ideas, information and messages with others.

 What are the three parts of communications?

(1) Sender.

(2) Message.

(3) Receiver.

 What is the objective of the electronic communications program?

 To create clear, efficient, and effective communications.

How should you write to identify who is responsible for what actions?

 Active voice.

 What should the average sentence length be?

 15 to 20 words

 What type of memorandum is used if you circle, underline, or highlight the organization of office

symbol of each recipient on the copy you give to them?

 Multiple-address memorandum.

 Where do the words “IN TURN” get typed on an IN TURN memorandum?

 Type “IN TURN” in uppercase, one line below the last address of the MEMORNANDUM FOR element

aligned with the addresses.

 What are the three types of formats for form memorandums?

(1) Prewritten.

(2) Fill-in.

(3) Optional Statement

 What do indorsements add?

 Comments directly on the original memorandum, message, or previous indorsement.

 What are the two types of indorsements?

 (1) Same-page.

(2) Separate-page.

 What would you do if the indorsement does not fit and must be typed on a blank piece of bond

paper?

 Use the separate page indorsement format

 What type of letter is used when warmth or sincerity is essential?

 Personal letter.

 What are the three types of memorandum for records?

 (1) Separate page.

(2) Explanatory.

(3) Brief.

 What is a staff summary sheet used for?

 To summarize staff work, to request action or to forward information.

 What type of paper uses fragments to present key points, positions, and facts in a brief, orderly

fashion when the user has knowledge of the subject?

 Talking papers.

 What type of paper is used to advocate or convince the reader on an argument or position?

 Position papers.

 What are the two classes of Air Force electronic messaging?

(1) Organizational HGS.

(2) SMTP

 What class uses Fortezza cards to sign and encrypt organizational messages to ensure message

integrity, non-repudiation, and accountability?

 Organizational HGS.

 What takes advantage of DOD's robust and trusted PKI?

. A signed and encrypted e-mail.

 Who is responsible for ensuring the record e-mails are properly filed for access and retrieval?

 The user.

 What is replacing or supplementing formal Air Force formats for communications?

 Electronic messaging.

What can easily be mistaken for angry defiance when you use capital letters, exclamation points

and strong adjectives and adverbs?

 Positive enthusiasm.

 What is the most common mistake before sending e-mail?

 Check your attachments.

 What backup method stores your old items that are important but rarely used?

 AutoArchive.

 What are the two ways you can archive?

(1) Automatically.

(2) Manually.

 What are the steps to archive manually?

A On the file menu, click

Archive

, and then select whether you would like to Archive all folders

according to their AutoArchive settings or Archive this folder and all subfolders: if select the latter of

the two (selected by default) click the

folder you want to Archive.

B Archive items older than:

Choose a date.

C. Archive file: If you want to set another destination for the archived items, you can browse and set a

different location.

D. Click

OK.

 What is considered official mail?

 Official US government business.

 What is the term referring to the total system that collects, processes, and delivers

communications?

 BITS.

. Who is responsible for establishing a BITS to provide on-base distribution of communications?

 Installation commander

 Who acts as the bridge between the action office and the OMC?

 ADO.

 What office uses and/or responds to official communications?

 Action office.

 What is done with undelivered mail containing the endorsement “DO NOT FORWARD” at the

end of the workday?

. Must be stored in a classified storage container.

. If you are suspicious of a mailing and you are unable to verify the contents with the addressee or

sender what should you do?

(1) You should protect yourself, your office and your mailroom.

(2) Stop. Do not open or handle the article

(3) Isolate the article and evacuate the immediate area

(4) Do not put the article in water or a confined space such as a desk drawer or a filing cabinet

(5) If possible, open windows in the immediate area to assist in venting potentially explosive gases. If a

situation turns out to be a fake bomb scare, postal personnel will not be held liable for the package.

(6) Do not take any chances or worry about possible embarrassment if the item turns out to be innocent. If

there is any reason to believe a letter or parcel is dangerous, contact the local military law

enforcement officials for assistance.

(7) Post the USPS Poster 84, “Suspicious Mail or Package” in the work area.

. Name five ways to identify a suspicious package?

(1) Return address.

(2) Restrictive markings.

(3) Sealed with tape.

(4) Misspelled words or badly typed or written.

(5) Unknown powder or suspicious substance.

(6) Possibly mailed from a foreign country or excessive postage?

(7) Oily stains, discolorations, crystallization or wrapper.

(8) Strange odor.

(9) Incorrect title or addressed to title only.

(10) Rigid or bulky.

(11) Lopsided or uneven.

(12) Protruding wires.

 Match the item in column A with the proper terms in column B. Each item in column B is used

only once.

Column A Column B

____ (1) The most secure service the USPS system offers.

____ (2) Confirmation of delivery including date, time, and location, and

you can request to have letter mailed to you with a copy of the

recipient's signature.

____ (3) Mail sealed against inspections.

____ (4) Provides a receipt to the sender and a record of delivery.

____ (5) Fastest service offered by the USPS.

(1) d.d. Registered

(2) b.b. Signature Confirmation

(3) a.a. First-class

(4) e.e. Certified.

(5) c.c. Express

. What type of mail class can not be used to send personal correspondence?

 Standard mail.

. Who acts as the agent for all official on-base activities?

 BITS.

 What is considered as “accountable mail?”

 Communications for which accountability must be maintained.

 What does the Air Force use to help control the communications while in Air Force channels?

 Container numbers.

 What is the best choice for ensuring accountable mail containers remain in a controlled

environment?

 Registered mail.

When you receive an accountable mail container from the activity distribution office or the OMC,

what should you do?

Compare the container number with the number listed on the container receipt to make sure you’re signing

for the correct package.

Tracer action is initiated 30 days for material sent within the continental United States or 45 days for

material sent outside the continental United States.

Match the classifications in column B with their description in column A. Each item in column B

is used only once.

Column A Column B

____ (1) Refers to information or material of which unauthorized disclosure

could reasonably be expected to cause serious damage to national

security.

____ (2) Refers to information or material of which unauthorized disclosure

could reasonably be expected to cause exceptionally grave damage

to national security.

____ (3) Refers to information or material of which unauthorized disclosure

could reasonably be expected to cause damage to national security.

 b.

 a.

 c.

 What are the two classification decisions?

 (1) Original.

(2) Derivative.

 Who may originally classify documents?

Only individuals occupying positions specifically authorized in writing may classify documents originally.

Initial decision that an item needs to be classified.

When it is extracted, paraphrased, restated, or generated in a new form.

 What will a security investigation identify?

 Appropriate corrective actions are immediately implemented to prevent future security incidents.

Any knowing, willful, or negligent action that could reasonably be expected to result in an unauthorized

disclosure of classified information.

What is a compromise?

When unauthorized individuals have had access to the classified information.

Take custody of and safeguard the material, if possible, and immediately report it to their commander, or

equivalent, supervisor or security manager.

The need-to-know, proper security clearance, and a signed nondisclosure agreement

. How can you determine a person’s security clearance?

Joint Personal Adjudication System, confirmation from security manager, and clearance level on orders.

Who is responsible for determining an individual’s “need to know” for classified information?

The authorized possessor of the classified information

Who is responsible for ensuring individuals who need access to classified information sign the

SF 312?

The unit commander or staff agency chiefs.

Secret and Confidential

. Which method is used when transmitting Top Secret material to an installation serviced by

diplomatic pouch?

The Department of State Diplomatic Courier Service.

When classified material is transmitted from one place to another, how should it be contained?

It shall be enclosed in two opaque, sealed envelopes, wrappings, or containers, durable enough to properly

protect the material from accidental exposure and facilitate detection of tampering.

. When is it not required to use an outer container for Secret, Confidential or Unclassified

information?

When entering Secret and below material into the OMC.

An official government activity and not to a person.

. What is included on the inner container of a classified package?

The complete mailing address of the sending and receiving activities, security classification markings, and

any applicable special instructions.

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

 Records.

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

programs?

Protects the rights of the US government and of persons directly affected by Air Force actions.

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

Those that have been signed, officially released, and cannot be altered.

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

 witch of the fallowing are records

__ (1) Stocks of publications.

____ (2) Electronic versions of maps.

____ (3) Library material acquired for reference purposes.

____ (4) Photographs received by an agency of the United States government.

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

Personal

1. Match the responsibility in column A with the position in column B. Items in column B may be

used once, more than once, or not at all.

Column A Column B

____ (1) Manages the base staging area.

____ (2) Ensures offices of records receive a staff assistance visit at least

every 24 months.

____ (3) Ensures records custodians attend record management training.

____ (4) Maintains the office files plan and accountability for active and

inactive records.

____ (5) Ensures all personnel who create, maintain, and dispose of

records, attend records management training.

____ (6) Trains all personnel within three months of assignment, whose

duties include filing, maintaining, and disposing of records.

a. RM.

b. FARM.

c. COR.

d. RC.

(1) a. records manager

(2) b.functional area records manager

(3) c.Chief of office of records

(4) d.records custodian

(5) c.Chief of office of records

(6) a.records manager

RM ensures offices of record receive a staff assistance visit (SAV) at least every 24 months.

What is a staging area used for?

For temporary storage of records pending destruction of transfer to a federal records center.

 How should you save e-mails?

Save e-mails in message format to keep all attachments intact and to store files in their native format.

 What contributed to the need for an ERM solution?

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

solution.

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

BRMs, NCC staff, and CSAs.

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

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

ensure proper lifecycle management

The FARM and RC.

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

Final records will be easier to manage and retrieve.

By ensuring offices Air Force-wide uses the same disposition instructions for records.

Preparation and maintenance of the files maintenance and disposition plan, and the files disposition control

label

An online database of tables and rules.

What labels does AFRIMS print?

Subdivisions, file disposition control, and file folder labels.

What type of material is never entered into AFRIMS?

Sensitive, classified, or PA material

What is the decision logic table?

The decision logic tables are a read-only database which allows users to view and print series RDS

information, tables, rules, disposition instruction, and notes. The decision logic tables are approved by the

national archives and records administration

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

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

. What program generates the file disposition control labels?

AFRIMS.

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

One.

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

Usually affixed to the first (left) tap position of the guide card, the main thing is to be consistent throughout

your files.

What purpose does the disposition guide card serve?

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

records.

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

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.

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

container?

Place on the first container or on each container

What purpose do folders serve?

To group related paper records together

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

. What is shown on the file folder label?

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

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

 The year (calendar or fiscal).

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

Review the file plan to determine the inclusive series number to be placed on the drawer labels.

What is the first step in filing a document?

Assemble documents for filing in the same manner as required for their creation, dispatch, and use with the

latest action on top.

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.

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

Remove all mail control forms and receipts, envelopes, and memo routing or coordination slips, except

those containing remarks of significant record value.

How is a record marked for filing?

Mark records for file 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.

What is the primary purpose for maintaining records?

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

What is the first item in a file plan?

File plan.

 What form do you use for cross-reference?

DD Form 2861, Cross-Reference

Make copies of the records and file each copy in the applicable series.

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

Why are records kept?

Because they contain needed information.

So information can be retrieved promptly and efficiently

Where is the AF Form 614 filed?

Put in place of the removed record or folder.

A comprehensive term that includes the destruction, salvage, donation, or transfer to staging area or records

center; transfer from one organization to another.

What are the two categorized areas of disposition?

(1) Transfer.

(2) Destruction

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

Economic and efficient management of Air Force records.

What does the records disposition program consists of?

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 action directly affect, offering records of enduring value for permanent preservation in the national archives, promptly and systematically disposing of records of temporary value, and setting up safeguards against illegal removal, loss, or destruction of records.

What are the three objectives of the records disposition program?

(1) 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.

(2) Transfer short-term paper records, (less than 10 years old) to authorized local staging areas.

(3) Dispose of short -term holdings as soon as authorized.

What is the length of time the 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.

Any record identified by the Archivist of the United States to have insufficient value to warrant

preservation by the National Archives

Degauss or overwrite.

. What should you do with records when a unit is redesignated or reorganized and there is no

change in function or mission?

Files are continued and cut off the same way and at the same time as if no change of status had occurred.

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?

In hostile or potentially hostile areas.

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

The records are a menace to health, life, or property; A state of war or threatened war or hostile action

occurs and the unit is located outside the CONUS. In this case, destroy the records; Keeping the records

would be prejudicial to the interest of the United States; If the records are taking up space urgently needed

for military purposes; The records are not considered valuable enough to warrant preservation.

What does the vital records program ensure?

Continuity of government during national emergencies.

What are the two traditional types of vital records?

(1) Emergency-operating records.

(2) Records to protect rights.

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

immediate action.

What is a disaster?

An unexpected occurrence inflicting widespread destruction and distress and having long-term adverse

effects on agency operations

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

Agencies should arrange a facility not subject to the same emergency or disaster but still reasonably

accessible to agency staff

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

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

A term used for separating active records from inactive records

At least annually

The retention period.

What are the three cutoff periods?

(1) N/A.

(2) Monthly.

(3) CY/FY.

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

They are marked as N/A.

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

SF 135.

When is a separate SF 135 prepared?

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.

Maintenance and disposition, policy and precedent, delegations, general correspondence, office

administrative files, transitory, word processing files hard copy maintained in organized file, and presentation in accordance with the RDS.

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

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.

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

NARA and other major AOR areas such as CENTAF, to establish archiving capabilities within the AOR

and to develop standard procedures for formatting and transferring e-records.

Who manages the staging area for a base?

Managed by the BRM

. What type of records do these facilities maintain?

These facilities keep and dispose of records with a retention period of less than nine years to eliminate the

expense of transporting records to the FRCs.

What types 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

RM.

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

Weather, lighting, heat/air, precaution against insects and rodents, security, and space.

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

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

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?

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

qualifying statement

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?

Six months.

What is the Federal Register?

It 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.

What are some of the responsibilities of the AFFRLO?

 (1) Act as the single point of contact with the Office of the Federal Register.

(2) Provide advice/guidance to AF personnel on publishing rules and notices.

(3) Ensure that rules prepared by Air Force organizations include certification and statements of

determination in compliance with executive, legislative, and Federal Register requirements.

(4) Authorize, certify, validate, obtain RIN, assign billing code, and send rules and notices to the OFR

for publication in the Federal Register.

(5) Maintain original certifications and statements of determination

What information does the public have a right to?

Information concerning the activities of its government.

A record requested by a member of the public who follows rules established by proper authority

will not be withheld in whole or in part unless what?

The records are exempt from mandatory partial or total disclosure under the FOIA.

. How does the Air Force conduct its activities?

In an open manner consistent with the need for security and adherence to the requirements of laws and

regulation

Who obtains recommendations from the OPR for records?

FOIA manager.

 FOIA manger.

Who finds and provides the requested records?

The OPR.

When is a FOIA request considered received?

When the office responsible for processing the request physically receives it.

When are fees waived?

When the cost is $15.00 or less.

Within how many working days must a final response determination be made?

 20 workings days.

What can requesters do if they are dissatisfied with the results of a FOIA request?

 Sue the Air Force.

What are the two types of FOIA request?

(1) Simple.

(2) Complex

What type of request is processed quickly and in small volumes?

Simple

Who does a requester submit an appeal to?

Secretary of the Air Force.

What report is mandated by the statute, reported on a fiscal basis, and submitted to the Attorney

General?

Annual Freedom of Information Act Report.

Who is responsible

FOIA manager.

. What does the Privacy Act of 1974 do for individuals?

Protect individuals from unwarranted invasion of their personal privacy.

What is a system of records?

The PA defines a system of records as any group of agency records, in paper or electronic form, which

contains information about people from which information is retrieved by a personal identifier, such as a

person’s name, social security number, patient identification number, and so forth, through a crossreference

system.

Where must the Air Force publish a description of its records systems covered by the PA?

Federal Register

.

Who is responsible to manage and safeguard the system?

System managers.

PA monitors.

 Does a requester need to state the act when requesting records that are contained in a system

of records?

No

How many workdays, if possible, should you give a copy of the requested records to the

requestor?

10 workdays of receipt

. What may a system manager ask if a third party is present during a record review?

Written consent.

When can you release information to a third party?

When the subject agrees orally or in writing

. What is the fine for maintaining PA record systems that has not been published in the Federal

Register or for making an unauthorized disclosure?

$5,000 may be imposed

(1) Marital status.

(2) Number, name, and sex of dependents.

(3) Civilian educational degrees and major areas of study.

(4) School and year of graduation.

(5) Home of record.

(6) Home address and phone number.

(7) Age and date of birth.

(8) Present or future assignments overseas.

(9) Office and unit address and duty phone for overseas.

(10) Race/ethnic origin.

(11) SSN.

How many days does a system manager have to process access denials?

5 workdays after you receive the request for access

According to its sensitivity

What must the system manager verify to avoid unauthorized disclosure of PA information?

The identity of all requesters unless the record sought is available to anyone under the FOIA

How are records containing personal data disposed of?

In a manner that prevents inadvertent compromise

. What are the four headings for a PA statement?

(1) Authority.

(2) Purposes.

(3) Routine uses.

(4) Disclosure

What is displayed when an information system contains PA information?

Warning banners will be displayed on the first screen to assist in safeguarding the information.

For official use only information is a designation that applies to what type of information?

Information that has not been given a security classification pursuant to the criteria of an Executive Order,

but which may be which may be withheld from the public because disclosure would cause a foreseeable

harm to an interest protected by one or more FOIA exemptions.

What criteria must FOUO information meet under the FOIA?

Exemptions 2 through 9.

How is an individual paragraph in a classified document marked as For Official Use Only?

By placing “(FOUO)” at the beginning of the paragraph.

How is “For Official Use Only” information protected during duty hours?

Keep in an out-of-sight location.

How is “For Official Use Only” information protected during nonduty hours?

Stored to prevent unauthorized access. May keep them in an unlocked file or desk when normal internal

building security is provided. If no building security, store records in a locked building, room, or if needs in

a locked file cabinet, desk, or bookcase.

. What is done with “For Official Use Only” when protection from public disclosure is no longer

needed?

Remove the markings, and tell everyone who has the records that the status has changed.

By tearing each copy into pieces (to prevent reconstruction) and placing them in regular trash containers.

. Can “For Official Use Only” information be recycled? for reporting information on the annual FOIA report?

Yes.

To ensure publications and forms are complete, accurate, current, and accessible to Air Force users.

Who is authorized to serve as the POC for publications and forms where the Air Force serves as

the lead service?

Only civilian employees or military members of the Air Force.

Who ensures that OPRs follow guidance on creating, maintaining, and disposing of reports

according to AFIs?

Air Force Network Integration Center.

Who is solely responsible for the accuracy, currency, and integrity of the contents and for

compliance with their publications and forms?

The OPR.

Who at a minimum needs to be one organizational level above the OPR?

The certifying official.

Approving officials are senior leaders responsible for policies and guidance/procedures pertaining to their

functional areas.

(1) Directive.

(2) Non-directive.

All publications in the directive publications category must carry what statement in the

publication header?

“COMPLIANCE WITH THIS PUBLICATION IS MANDATORY.”

(1) Policy directives.

(2) Policy memorandums.

(3) Mission directives.

(4) Instructions.

(5) Guidance memorandums.

(6) Manuals.

(7) Interservice publications.

(8) Supplements.

(9) Installation publications.

An AFPM must be converted to or integrated into an AFPD within how many days or the policy

is no longer in effect and who approves all AFPMs?

4. 180 days; The SECAF.

. What are publications that extend or add material to publications issued by higher headquarters or

agencies?

Supplements.

Air Force personnel use nondirective publications in what manner?

They use these publications as reference aids, “how-to” guides, or as sources of official information.

What are the two types of visual aids and how are they used?

 (1) Permanent is used to explain or instruct.

(2) Temporary is to inform or motivate, such as a poster promoting safe driving.

. Describe a departmental form.

A form used Air Force-wide or by more than one MAJCOM, FOA, DRU, base or wing. It is prescribed by

a departmental publication such as an Air Force instruction or manual.

What is important to remember if you download publications to your computer?

To periodically check the e-publishing site for changes to publications.

What is the single source for accessing, viewing, downloading, ordering, and printing electronic

products?

Electronic publishing (e-publishing).

. What are the sections in Part I of the product announcement?

(1) Section A—publications released.

(2) Section B—rescinded publications.

(3) Section C—publications not yet available.

(4) Section D—general information.

What is a subscription service?

It is a way to be notified by e-mail anytime there is a change to a publication or a series number

Why is the Rehabilitation Act important in publications?

E-publishing site must comply with Section 508 of the Rehabilitation Act for all online products. It requires

that when federal agencies develop, procure, maintain, or use electronic and information technology,

federal employees and the general public with disabilities have access to and use of information that is

comparable to access to and use of information by people without disabilities

Why is a releasability statement added?

To specify any limitations on distribution.

. How many interim changes can be issued to an Air Force departmental publication?

1 to 5, after the fifth change, the publication must be rewritten.

(1) Interim.

(2) Administrative

On administrative changes, why is there no coordination required?

Because these types of changes are non-substantive.

What is the fine for maintaining a records system that has not been published in the Federal

Register?

Up to $5,000.00.

What is the Federal Register?

Official daily publication for rules, proposed rules, and notices.

What is an official system of records?

Authorized by law or Executive Order, needed to carry out an Air Force mission or function, and published

in the

Federal Register.

Make sure it is authorized under the PA, consider the consequences, and check the accuracy of the

information

. When can you ask a third party for personal information?

When you must verify information, want opinions or evaluations, when you can’t contact the subject, or the

subject ask you.

What are the two ways a PA statement may be given?

(1) Orally.

(2) In writing.

When is a PA statement given?

Given to anyone from whom you are collecting personal information that will be put in a system of records

or when asking for a SSN.

Authority, purpose, routine uses, and disclosure—FOUO.

How are tapes and magnetic medium destroyed?

Degauss or overwritten

What is the purpose of the information collection and reports management program?

To reduce costly, ineffective, and redundant information collection and reporting requirements.

What is the basic policy for information collection reports?

Status, summary, or statistical information that is complied and transmitted from one organizational

component to another.