Term
| Who oversees the AF records management program? |
|
Definition
The Air Force Director, Communications Operations (HQ USAF/ILC)
Found in Block IV study guide workbook, page 1-1
E3ABR3DO31 00AA - July 2010 |
|
|
Term
| What is the purpose of records? |
|
Definition
To serve as a memory of the organization, a record of past events, and the basis for future actions.
Found in Block IV study guide workbook, page 1-1
E3ABR3DO31 00AA - July 2010 |
|
|
Term
| Who appoints the Record Custodian? |
|
Definition
The Chief of an Office of Record (COR)
Found in Block IV study guide workbook, page 1-2
E3ABR3DO31 00AA - July 2010
|
|
|
Term
| Who ensures that the Records Custodian attends records management training? |
|
Definition
The Chief of an Office of Record (COR)
Found in Block IV study guide workbook, page 1-2
E3ABR3DO31 00AA - July 2010 |
|
|
Term
| Who administers the records management program on an installation or base? |
|
Definition
Base Records Manager (RM)
Found in Block IV study guide workbook, page 1-2
E3ABR3DO31 00AA - July 2010 |
|
|
Term
| What are the 3 main responsibilities of the Base Records Manager? |
|
Definition
1. Providing assistance
2. Managing Staging Areas
3. Training
Found in Block IV study guide workbook, page 1-2
E3ABR3DO31 00AA - July 2010 |
|
|
Term
| Who is the Point of Contact (POC) for records management in their unit or functional area? |
|
Definition
FARM Functional Area Manager
Found in Block IV study guide workbook, page 1-2
E3ABR3DO31 00AA - July 2010
|
|
|
Term
| What do records professionals prepare for each group of records from the shared drive or moved to off-line or disk storage? |
|
Definition
Standard Form 135 (SF-135)
Found in Block IV study guide workbook, page 1-7
E3ABR3DO31 00AA - July 2010 |
|
|
Term
| What are the 4 mandatory fields required for Metadata compliance? |
|
Definition
1. Title
2. Subject
3. Author
4. Comments
Found in Block IV study guide workbook, page 1-9
E3ABR3DO31 00AA - July 2010 |
|
|
Term
| What act did Congress pass to protect individuals from unwarranted invasion of their personal privacy? |
|
Definition
Privacy Act (PA) of 1974
Found in Block IV study guide workbook, page 1-11
E3ABR3DO31 00AA - July 2010 |
|
|
Term
| What is defined as information in an information system or on-line collection? |
|
Definition
PII (Personal Identifying Information)
Found in Block IV study guide workbook, page 1-12
E3ABR3DO31 00AA - July 2010 |
|
|
Term
| What are official records? |
|
Definition
All books, papers, maps, charts, photographs, machine-readable materials, or other documentary materials, regardless of physical form or characteristics, made or received by any agency of the US government under federal laws.
Found in Block IV study guide workbook, page 1-1
E3ABR3DO31 00AA - July 2010 |
|
|
Term
| Who represents the Secretary of the AF (SAF) on records management issues and oversees the legal requirements of records? |
|
Definition
Air Force Records Officer (AFRO)
Found in Block IV study guide workbook, page 1-1
E3ABR3DO31 00AA - July 2010 |
|
|
Term
| Who appoints the Agency Records Manager (ARM)? |
|
Definition
The Field Operating Agency (FOA)
Found in Block IV study guide workbook, page 1-1
E3ABR3DO31 00AA - July 2010 |
|
|
Term
| Who manages the records program within their command or agency as specified in Federal laws, National Archives and Records Administrative (NARA) guidelines, and applicable AF 33- and 37- series publications? |
|
Definition
Command Records Manager and Agency Records Manager (ARM)
Found in Block IV study guide workbook, page 1-1
E3ABR3DO31 00AA - July 2010 |
|
|
Term
| Who is the person with files supervisory duties in a unit that has several offices of records? |
|
Definition
FARM - Functional Area Records Manager
Found in Block IV study guide workbook, page 1-2
E3ABR3DO31 00AA - July 2010 |
|
|
Term
| _____________ is an officer, a civilian, or enlisted person who usually has physical possession of the records used in his/her duties. |
|
Definition
Chief of an Office of Record (COR)
Found in Block IV study guide workbook, page 1-2
E3ABR3DO31 00AA - July 2010 |
|
|
Term
| Who is usually the highest-ranking person with the most knowledge of the records in the office and is responsible for the records under office purview? |
|
Definition
Chief of an Office of Record (COR)
Found in Block IV study guide workbook, page 1-2
E3ABR3DO31 00AA - July 2010 |
|
|
Term
| Who assists the COR in preparing files maintenance and disposition plans and schedules training for personnel who file, maintain, and dispose of records? |
|
Definition
Functional Area Records Manager (FARM)
Found in Block IV study guide workbook, page 1-2
E3ABR3DO31 00AA - July 2010 |
|
|
Term
| Who maintains, services, and disposes of office records? |
|
Definition
Records Custodian (RC)
Found in Block IV study guide workbook, page 1-2
E3ABR3DO31 00AA - July 2010 |
|
|
Term
| Who makes sure offices of record receive a Staff Assistance Visit (SAV) at least every 2 years? |
|
Definition
The RM (Base Records Manager) and FARM (Functional Area Records Manager.
Found in Block IV study guide workbook, page 1-2
E3ABR3DO31 00AA - July 2010 |
|
|
Term
| What is the primary purpose of a SAV? |
|
Definition
For the RM or FARM to ensure that offices are following proper regulations and that RCs can ask for assistance if they are having any issues.
Found in Block IV study guide workbook, page 1-2 & 1-3
E3ABR3DO31 00AA - July 2010 |
|
|
Term
| What provides a method for ensuring electronic records (e-records) are available and protected in order to support business operations? |
|
Definition
The ERM (Electronic Records Management)
Found in Block IV study guide workbook, page 1-3
E3ABR3DO31 00AA - July 2010 |
|
|
Term
| When will official records be stored electronically and duplicate paper copies destroyed? |
|
Definition
Upon implementation of the ERM solution.
Found in Block IV study guide workbook, page 1-3
E3ABR3DO31 00AA - July 2010 |
|
|
Term
| What are electronic records? |
|
Definition
Data in a form that can be read and processed by a computer and that satisfies the legal definition of a record.
Found in Block IV study guide workbook, page 1-3
E3ABR3DO31 00AA - July 2010 |
|
|
Term
| What involves the use of a computer to create, store, retrieve, analyze, transmit, or delete records? |
|
Definition
Electronic record keeping
Found in Block IV study guide workbook, page 1-3
E3ABR3DO31 00AA - July 2010 |
|
|
Term
| What must be maintained throughout the life cycle of the record? |
|
Definition
Integrity of the electronic record
Found in Block IV study guide workbook, page 1-4
E3ABR3DO31 00AA - July 2010 |
|
|
Term
| When are "Read-Only" record access rights provided? |
|
Definition
When personnel have a "need-to-know" as determined by an appropriate local authority (i.e. COR)
Found in Block IV study guide workbook, page 1-4
E3ABR3DO31 00AA - July 2010 |
|
|
Term
| (True or False) Your electronic filing system does not have to function jointly with the paper system mirroring the current office file plan. |
|
Definition
False. It must function jointly.
Found in Block IV study guide workbook, page 1-5
E3ABR3DO31 00AA - July 2010 |
|
|
Term
| Who identifies the series on electronic records on the file plan? |
|
Definition
The Office of Primary Responsibility (OPR) or user of the electronic record
Found in Block IV study guide workbook, page 1-6
E3ABR3DO31 00AA - July 2010 |
|
|
Term
| Who will ensure that shared network drives are structured with directories for every unit/organization on the installation? |
|
Definition
Communications Squadron Commander
Found in Block IV study guide workbook, page 1-6
E3ABR3DO31 00AA - July 2010 |
|
|
Term
| (True or False) When filing electronic records, file codes will not be used on items stored in E-file folders. |
|
Definition
True (1-7)
Found in Block IV study guide workbook, page 1-7
E3ABR3DO31 00AA - July 2010 |
|
|
Term
| What is used to electronically create a file plan? |
|
Definition
Air Force Records Information Management System (AFRIMS)
Found in Block IV study guide workbook, page 1-7
E3ABR3DO31 00AA - July 2010 |
|
|
Term
| What will be applied to e-files and e-folders containing sensitive, Privacy Act data prior to filing? |
|
Definition
Protection using passwords and group permissions
Found in Block IV study guide workbook, page 1-7
E3ABR3DO31 00AA - July 2010 |
|
|
Term
| Why will NCC staff create an "e-file box"? |
|
Definition
For temporary storage of records as an "alternative" if the Authority Official (AO) is unsure of the correct placement of documents.
Found in Block IV study guide workbook, page 1-7
E3ABR3DO31 00AA - July 2010 |
|
|
Term
| What file plan number is assigned to the e-file box so that it shows up at the very top of the e-files area? |
|
Definition
"00"
Found in Block IV study guide workbook, page 1-7
E3ABR3DO31 00AA - July 2010 |
|
|
Term
| How often must each RC ensure that the drive for their office is backed up and provide geographically separated secondary backup of all vital records if the NCC (Network Communications Center) cannot support daily network backups? |
|
Definition
At least weekly for 90-120 day periods.
Found in Block IV study guide workbook, page 1-8
E3ABR3DO31 00AA - July 2010 |
|
|
Term
| What defines discovery metadata elements for resources posted to community and organizational shared spaces (i.e. Shared Drives)? |
|
Definition
DoD Discovery Metadata Specifications (DDMS)
Found in Block IV study guide workbook, page 1-8
E3ABR3DO31 00AA - July 2010 |
|
|
Term
| What is automatically completed in some applications based on the first line of text on the Summary Information of a Microsoft Word® document? |
|
Definition
Title
Found in Block IV study guide workbook, page 1-9
E3ABR3DO31 00AA - July 2010 |
|
|
Term
| What 2 things could be entered in the "Author" field on the Summary Information of a Microsoft Word® document to expedite document retrieval and review? |
|
Definition
Office symbol and functional area in concert with the document author.
Found in Block IV study guide workbook, page 1-9
E3ABR3DO31 00AA - July 2010 |
|
|
Term
| In the "Company" field on the Summary Information of a Microsoft Word® document, putting __________ is recommended? |
|
Definition
the office symbol or functional area of author
Found in Block IV study guide workbook, page 1-9
E3ABR3DO31 00AA - July 2010 |
|
|
Term
| Which field on the Summary Information of a Microsoft Word® document do you identify the type of record? |
|
Definition
Category
Found in Block IV study guide workbook, page 1-9
E3ABR3DO31 00AA - July 2010 |
|
|
Term
| What is recommended that each office develop to use in concert with the metadata catalog that aid in search and retrieval and are found on the Summary Information of a Microsoft Word® document? |
|
Definition
Keywords
Found in Block IV study guide workbook, page 1-9
E3ABR3DO31 00AA - July 2010 |
|
|
Term
| In the "Comments" field on the Summary Information of Microsoft Word® document, what must be included? |
|
Definition
At a minimum the field must include record type (permanent or temporary) and the Records Disposition Schedule (RDS) Table and Rule from the file plan parent folder.
Found in Block IV study guide workbook, page 1-9
E3ABR3DO31 00AA - July 2010 |
|
|
Term
| (True or False) Entering disposition instructions such as "destroy when obsolete" are mandatory to improve the information management process under the "Comment" section for summary information. |
|
Definition
"False" Disposition instructions are not mandatory.
Found in Block IV study guide workbook, page 1-9
E3ABR3DO31 00AA - July 2010 |
|
|
Term
| What must MAJCOM, FOA, and DRU Record Managers conduct upon receipt of a written request to perform a department record search? |
|
Definition
A non-Freedom of Information Act (FOIA) record search
Found in Block IV study guide workbook, page 1-9
E3ABR3DO31 00AA - July 2010 |
|
|
Term
| Who monitors a non-FOIA record search and ensures an exhaustive, system-wide search of all active and inactive Electronic Storage Information (ESI) have been reviewed? |
|
Definition
The Chief Office of Record (COR)
Found in Block IV study guide workbook, page 1-9 & 1-10
E3ABR3DO31 00AA - July 2010 |
|
|
Term
| What are search criteria based upon? |
|
Definition
The request: it can be broad or narrow.
Found in Block IV study guide workbook, page 1-10
E3ABR3DO31 00AA - July 2010 |
|
|
Term
What are the typical retrieval instructions to each record professional? |
|
Definition
1. Conduct a thorough record search and prepare an index identifying each document.
2. Prepare a list of all individuals and estimated man hours to conduct each search.
3. Segregate and mark documents containing Sensitive Compartmented Information (SCI).
4. Provide information concerning the location on any document of which you do not have possession, custody, or control NLT date for search.
5. Up-channel search results to include a list of searchers, time used for search, documents found, and/or negative replies.
Found in Block IV study guide workbook, page 1-10
E3ABR3DO31 00AA - July 2010 |
|
|
Term
| What 3 types of key programs do Records Management and AFRIMS utilize? |
|
Definition
Privacy Act, For Official Use Only (FOUO), and Personal Identifiable Information (PII)
Found in Block IV study guide workbook, page 1-11
E3ABR3DO31 00AA - July 2010 |
|
|
Term
| What are the 2 primary laws that give federal agencies the responsibility of protecting personal information and ensuring its safety? |
|
Definition
Privacy Act of 1974 and E-Government Act of 2002
Found in Block IV study guide workbook, page 1-11
E3ABR3DO31 00AA - July 2010 |
|
|
Term
| (True or False) Loss or unauthorized disclosure of PII can lead to minor consequences for individuals. |
|
Definition
False. It can lead to serious consequences.
Found in Block IV study guide workbook, page 1-12
E3ABR3DO31 00AA - July 2010 |
|
|
Term
| What records are approved for permanent retention by the National Archives of the United States? |
|
Definition
Vital Records
Found in Block IV study guide workbook, page 2-2
E3ABR3DO31 00AA - July 2010 |
|
|
Term
|
Definition
1. Essential to the continued operation or reconstruction of an organization during and after an emergency.
2. Includes those records essential to protecting rights of the organization and individuals directly affected by a unit's activities.
Found in Block IV study guide workbook, page 2-1
E3ABR3DO31 00AA - July 2010 |
|
|
Term
What are Emergency Operating Records (EOR)?
|
|
Definition
Records that serve the government if the country is attacked:
- military effort
- mobility and protection of material, personnel,
services, and systems
- maintenance of public health, safety, order and civil
defense activities.
Found in Block IV study guide workbook, page 2-1
E3ABR3DO31 00AA - July 2010 |
|
|
Term
| Explain Rights and Interests Records |
|
Definition
Uphold the legal rights and interest of individual citizens and their government:
- social security number (SSN) records
- retirement records
- payroll and insurance records
- valuable research records
Found in Block IV study guide workbook, page 2-1 & 2-2
E3ABR3DO31 00AA - July 2010 |
|
|
Term
| Who reviews and signs the Files Maintenance and Disposition Plan to include the identification of vital records? |
|
Definition
COR - Chief of the Record Office
Found in Block IV study guide workbook, page 2-1
E3ABR3DO31 00AA - July 2010 |
|
|
Term
| What does the signature of the COR indicate? |
|
Definition
That the COR reviewed and approved the File Plan and applicability of the vital records program.
Found in Block IV study guide workbook, page 2-1
E3ABR3DO31 00AA - July 2010 |
|
|
Term
| What are the 2 categories of Vital Records? |
|
Definition
1. Emergency operating records
2. Rights and Interests
Found in Block IV study guide workbook, page 2-1
E3ABR3DO31 00AA - July 2010
|
|
|
Term
| Where will electronic records created or received be saved? |
|
Definition
In their corresponding e-folders.
Found in Block IV study guide workbook, page 1-5
E3ABR3DO31 00AA - July 2010 |
|
|
Term
| What is placed on the outside of computers (normally the back) to protect electronic records? |
|
Definition
AF Visual Aid 33-276, AF Privacy Act Label:
PERSONAL DATA
PRIVACY ACT OF 1974
(5 U.S.C. 552a)
01 August 2000 AFVA
Found in Block IV study guide workbook, page 1-3
E3ABR3DO31 00AA - July 2010 |
|
|
Term
| Who assigns permissions to unit CSAs? |
|
Definition
The Network Control Center (NCC)
Found in Block IV study guide workbook, page 1-6
E3ABR3DO31 00AA - July 2010 |
|
|
Term
| Which 2 areas are key programs that utilize Privacy Act (PA), For Official Use Only (FOUO), and Personal Identifiable Information (PII)? |
|
Definition
Records Management and AF Records Information Management System (AFRIMS)
Found in Block IV study guide workbook, page 1-11
E3ABR3DO31 00AA - July 2010 |
|
|
Term
| (True or False) FOUO is a classification used for government documents that are only to be utilized in an official capacity to conduct government business. |
|
Definition
False. It is a "label".
Found in Block IV study guide workbook, page 1-11
E3ABR3DO31 00AA - July 2010 |
|
|
Term
| Why are Vital Records managed? |
|
Definition
To protect critical assets, continue operations, protect legal and financial rights, recover damaged records, improve safety & security, and comply with laws & regulations.
Found in Block IV study guide workbook, page 2-2
E3ABR3DO31 00AA - July 2010 |
|
|
Term
| What enables officials to identify and protect the most important records? |
|
Definition
A Vital Records Program
Found in Block IV study guide workbook, page 2-2
E3ABR3DO31 00AA - July 2010 |
|
|
Term
| In the event of a fire, natural disaster, contingency, etc. what must be developed to ensure vital records are protected? |
|
Definition
A Vital Records Plan
Found in Block IV study guide workbook, page 2-2
E3ABR3DO31 00AA - July 2010 |
|
|
Term
| In which drawer of a filing cabinet can Vital Records NOT be stored? |
|
Definition
| The bottom drawer (In the event of the room flooding) FYI |
|
|
Term
| Who is required to use AFRIMS? |
|
Definition
All AF Records Managers
Found in Block IV study guide workbook, page 2-4
E3ABR3DO31 00AA - July 2010 |
|
|
Term
| What does AFRIMS provide? |
|
Definition
The tools records managers need to automate some of their record management and staff support duties.
Found in Block IV study guide workbook, page 2-4
E3ABR3DO31 00AA - July 2010 |
|
|
Term
| What database can be used to find a table and rule? |
|
Definition
Records Disposition Schedule (RDS)
Found in Block IV study guide workbook, page 2-5
E3ABR3DO31 00AA - July 2010 |
|
|
Term
| What will comply with host base guidelines for storage, staging, retrieval, and training? |
|
Definition
MAJCOM/FOA/DRU (Direct Reporting Unit) internal record-keeping programs
Found in Block IV study guide workbook, page 1-2
E3ABR3DO31 00AA - July 2010 |
|
|
Term
| On what web page will systems users access AFRIMS? |
|
Definition
http://afrims.amc.af.mil/
Found in Block IV study guide workbook, page 2-4
E3ABR3DO31 00AA - July 2010 |
|
|
Term
| What will logging onto the AFRIMS web page do? |
|
Definition
It will access user account data from the database, determine the location and "role" of the user, and limit the users access only to that information needed to complete duties.
Found in Block IV study guide workbook, page 2-4
E3ABR3DO31 00AA - July 2010 |
|
|
Term
| (True or False) Users (RCs) are restricted to accessing file plans within their area of responsibility only. |
|
Definition
True
Found in Block IV study guide workbook, page 2-4
E3ABR3DO31 00AA - July 2010 |
|
|
Term
| What are the steps to add subdivisions to your file plan? |
|
Definition
1. Click "View and Manage Subdivisions"
2. Click "Add Subdivision"
3. Add subdivision number, title, location, and media;
click "Submit" to save
4. If adding more repeat #2 and #3; if not close
window
Found in Block IV study guide workbook, page 2-13 & 2-14
E3ABR3DO31 00AA - July 2010 |
|
|
Term
| This is a comprehensive term that includes destruction, salvage, or donation, transfer to a staging area, or records center, or transfer from one organization to another. |
|
Definition
Disposition
Found in Block IV study guide workbook, page 2-8
E3ABR3DO31 00AA - July 2010 |
|
|
Term
| What serves as the road map or table of contents of the active files? |
|
Definition
A Files Plan
Found in Block IV study guide workbook, page 2-5
E3ABR3DO31 00AA - July 2010 |
|
|
Term
| What is a hierarchical process that begins with the AF Records Manager (AFRM)? |
|
Definition
AFRIMS
Found in Block IV study guide workbook, page 2-5
E3ABR3DO31 00AA - July 2010 |
|
|
Term
| What are the first 2 steps that the AFRM does in creating an AFRIMS for a major command? |
|
Definition
1. Creates a MAJCOM account
2. Creates user accounts and assigns them to the role of MAJCOM RMs.
Found in Block IV study guide workbook, page 2-5
E3ABR3DO31 00AA - July 2010 |
|
|
Term
| Who is responsible for creating AFRIMS base accounts? |
|
Definition
MAJCOM RMs: 1st step - create account
2nd step - assign role
Found in Block IV study guide workbook, page 2-5
E3ABR3DO31 00AA - July 2010
|
|
|
Term
| For whom do Base RMs create AFRIMS accounts? |
|
Definition
FARMS (same 2 steps: create and assign roles)
Found in Block IV study guide workbook, page 2-5
E3ABR3DO31 00AA - July 2010 |
|
|
Term
| When is the AFRIMS file plan considered finalized and filed in the FARM book? |
|
Definition
When both the records manager's administrative approval (using AFRIMS) is stated on the file plan and the COR's signature appears on the file plan as approval of the office's files.
Found in Block IV study guide workbook, page 2-19
E3ABR3DO31 00AA - July 2010 |
|
|
Term
| Before an RC can gain access to create, maintain, or even use AFRIMS, what must be created and by whom? |
|
Definition
An account created by the Base RM or the FARM
Found in Block IV study guide workbook, page 2-5
E3ABR3DO31 00AA - July 2010 |
|
|
Term
| (True or False) RCs are responsible for preparing and printing their file plans and other RC plans. |
|
Definition
False. RCs can only print their own plans.
Found in Block IV study guide workbook, page 2-5
E3ABR3DO31 00AA - July 2010 |
|
|
Term
| What is one allowed to print out with AFRIMS? |
|
Definition
All files maintenance and disposition information for the office of record
Found in Block IV study guide workbook, page 2-5
E3ABR3DO31 00AA - July 2010 |
|
|
Term
| Who signs the AFRIMS file plan? |
|
Definition
The Chief of the Office of Record (COR)
Found in Block IV study guide workbook, page 2-5
E3ABR3DO31 00AA - July 2010 |
|
|
Term
| _____ maintains, services, and disposes of the office records. |
|
Definition
Records Custodian
Found in Block IV study guide workbook, page 1-2
E3ABR3DO31 00AA - July 2010 |
|
|
Term
| _____ administers the installation Records Management Program. |
|
Definition
Base Records Manager (RM)
Found in Block IV study guide workbook, page 1-2
E3ABR3DO31 00AA - July 2010 |
|
|
Term
| ____ responsible for physical and legal custody of all records the office creates or receives. |
|
Definition
COR (Chief of an Office of Record)
Found in Block IV study guide workbook, page 1-2
E3ABR3DO31 00AA - July 2010 |
|
|
Term
| Serves as the POC for and monitors the Records management program in their unit of functional area and serves as a liaison with base RM. |
|
Definition
Functional Area Records Manager (FARM)
Found in Block IV study guide workbook, page 1-2
E3ABR3DO31 00AA - July 2010 |
|
|
Term
| Appoints a command records manager (CRM). |
|
Definition
MAJCOM
Found in Block IV study guide workbook, page 1-1
E3ABR3DO31 00AA - July 2010 |
|
|
Term
| To administer the program, represent the SAF on records management issues, and oversee the legal requirements of records disposal. |
|
Definition
AF Records Officer (AFRO)
Found in Block IV study guide workbook, page 1-1
E3ABR3DO31 00AA - July 2010 |
|
|
Term
| Who defines discovery metadata elements for resources posted to community and organizational shared spaces (i.e. Shared Drives)? |
|
Definition
Department of Defense Discovery Metadata Specification
Found in Block IV study guide workbook, page 1-8
E3ABR3DO31 00AA - July 2010 |
|
|
Term
Optional Field. Recommend entering the URL for the
e-folder. |
|
Definition
Hyperlink base (Isn't used anymore)
Found in Block IV study guide workbook, page 1-9
E3ABR3DO31 00AA - July 2010 |
|
|
Term
| What AFI governs the records management disposition program? |
|
Definition
AFI 33-364
Found in Block IV study guide workbook, page 2-8
E3ABR3DO31 00AA - July 2010 |
|
|
Term
| What does one do with the records when they are no longer needed in the inactive files? |
|
Definition
Actions include: erasure of data, transfer to a records center, or transfer to the National Archives.
Found in Block IV study guide workbook, page 2-9
E3ABR3DO31 00AA - July 2010 |
|
|
Term
| What does the RC do when the file plan is completed and approved? |
|
Definition
Disposition Labels are printed out which will display the disposition instructions.
Found in Block IV study guide workbook, page 2-9
E3ABR3DO31 00AA - July 2010 |
|
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Term
| ______ is the term used for separating active records from inactive records. |
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Definition
Cutoff
Found in Block IV study guide workbook, page 2-10
E3ABR3DO31 00AA - July 2010 |
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Term
| What are the 4 (common) types of cutoffs used for files? |
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Definition
1. MO = monthly
2. FY = Fiscal Year (Sep 30)
3. CY = Calendar Year (Dec 31)
4. N/A = Not Applicable or None
Found in Block IV study guide workbook, page 2-10
E3ABR3DO31 00AA - July 2010 |
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Term
| What is used to control each record series listed on the files plan? |
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Definition
A guide card, with the disposition control label affixed. It is made of heavy, green card stock.
Found in Block IV study guide workbook, page 2-20
E3ABR3DO31 00AA - July 2010 |
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Term
| If one is unable to place a disposition guide card in front of a records series or when record is kept away from the file drawer, what does one do? |
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Definition
Place the disposition control label on the container, or on a card or sheet of paper in the container or binder, where it is obvious.
Found in Block IV study guide workbook, page 2-20
E3ABR3DO31 00AA - July 2010 |
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Term
| (True or False) AFRIMS will allow 2 disposition authorities per records series on the files plan. |
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Definition
False. AFRIMS only allows 1 per record.
Found in Block IV study guide workbook, page 2-20
E3ABR3DO31 00AA - July 2010 |
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Term
| Where are disposition control labels place on the disposition guide card? |
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Definition
On the upper left hand side of the card
Found in Block IV study guide workbook, page 2-20
E3ABR3DO31 00AA - July 2010 |
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Term
| What is placed on a Kraft file folder for each record series and subdivision listed on the file plan? |
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Definition
An AFRIMS-generated label, positioned to suit the need of the office. (Normally series labels are placed to the far top left of the folder and subdivision labels are placed centered at the top of the folder.)
Found in Block IV study guide workbook, page 2-21
E3ABR3DO31 00AA - July 2010 |
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Term
| For records with a retention period of 1 year or longer, what does one put on the label? |
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Definition
The year (calendar or fiscal)
Found in Block IV study guide workbook, page 2-21
E3ABR3DO31 00AA - July 2010 |
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Term
| What shows what records are maintained and in what order they are kept in an office of record? |
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Definition
A file plan
Found in Block IV study guide workbook, page 3-1
E3ABR3DO31 00AA - July 2010 |
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Term
If a record is not complete, what is the required action?
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Definition
1. Get the missing information to complete record
2. If this isn't possible, on a MFR, make an annotation to show what part of the record is missing or where it it filed if located with another series.
Found in Block IV study guide workbook, page 3-2
E3ABR3DO31 00AA - July 2010 |
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Term
| Who must coordinate with the record professionals at each installation to map electronic file locations in concert with the unit's file plan located in AFRIMS? |
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Definition
Network and System Administrators
Found in Block IV study guide workbook, page 3-4
E3ABR3DO31 00AA - July 2010 |
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Term
| What is put in place of a record or folder that is removed from the file plan? |
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Definition
AF Form 614 or 614a, Charge-Out Record form
Found in Block IV study guide workbook, page 3-8
E3ABR3DO31 00AA - July 2010 |
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Term
| What form is used for a record that can be filed in more than one records series (the document can be filed in more than one place)? |
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Definition
DD Form 2861, Cross Reference form
Found in Block IV study guide workbook, page 3-6
E3ABR3DO31 00AA - July 2010 |
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Term
How are duplicated records marked for filing?
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Definition
Mark copies by circling appropriate file code, preceded by an "X", in the upper right-hand corner of document to show where duplicate copies are filed.
i.e. X12.a (circled)
Found in Block IV study guide workbook, page 3-6
E3ABR3DO31 00AA - July 2010 |
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Term
| What information is included on the drawer label if the files extend to two or more drawers? |
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Definition
Below the word "Active", add inclusive series numbers actually located in each drawer from file plan on file drawer labels.
Found in Block IV study guide workbook, page 3-8E3ABR3DO31 00AA - July 2010 |
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Term
| How often does the RC review the file plan, to cutoff records? |
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Definition
The RC reviews the file plan annually to view cutoff files and separates ACTIVE from INACTIVE files
Found in Block IV study guide workbook, page 3-9
E3ABR3DO31 00AA - July 2010 |
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Term
| What are the records an office uses frequently in current business or until a cutoff period is met? |
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Definition
Active Files
Found in Block IV study guide workbook, page 3-1
E3ABR3DO31 00AA - July 2010
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Term
| What records have a distinct title, application, and disposition schedule that relate to the same subject that is identified by a particular table and rule? |
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Definition
Record Series
Found in Block IV study guide workbook, page 3-2
E3ABR3DO31 00AA - July 2010 |
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Term
| When records of an office are no longer needed or that are in a retention period after the cutoff date and are awaiting final disposition, what do they become? |
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Definition
Inactive Files
Found in Block IV study guide workbook, page 3-1
E3ABR3DO31 00AA - July 2010 |
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Term
| Who approves records for permanent retention? |
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Definition
The Archivist of the United States
Found in Block IV study guide workbook, page 3-1
E3ABR3DO31 00AA - July 2010 |
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Term
| What are records that the Archivist of the U.S. approves for permanent retention referred to as? |
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Definition
Permanent Records
Found in Block IV study guide workbook, page 3-1
E3ABR3DO31 00AA - July 2010 |
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Term
| What records do not have a specific cutoff date and are kept in the active files until one destroys them? |
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Definition
Perpetual Files
Found in Block IV study guide workbook, page 3-1
E3ABR3DO31 00AA - July 2010 |
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Term
| (True or False) It is okay to maintain personal papers in a file plan so long as they are clearly marked. |
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Definition
| False. Personal papers are exclusively kept separate from the file plan. |
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Term
| What is a retention period? |
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Definition
Refers to the length of time records are kept after cutoff but before final disposition.
Found in Block IV study guide workbook, page 3-2
E3ABR3DO31 00AA - July 2010 |
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Term
| (True or False) One should mark records to be filed with a pen by using the words "file", the series number and, if needed, the letter or number of the subdivision, and initials of person filing. |
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Definition
| False. Always mark in pencil in case changes need to be made. |
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Term
| What 3 items are penciled in the upper right-hand corner of a document before filing it? |
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Definition
The word "File" followed by series number and letter or number of the subdivision (if needed). Under "File", the initials of the person who is filing it.
Found in Block IV study guide workbook, page 3-3
E3ABR3DO31 00AA - July 2010 |
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Term
| What are 3 different ways that documents may be filed? |
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Definition
Either alphabetically, numerically, or by organization
Found in Block IV study guide workbook, page 3-2
E3ABR3DO31 00AA - July 2010 |
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Term
| Where does one place a copy of a destruction certificate for a record? |
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Definition
Inside the record file
Found in Block IV study guide workbook, page 3-3
E3ABR3DO31 00AA - July 2010 |
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Term
| What is used to assist in retrieving documents from your files? |
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Definition
Use the files plan to locate documents.
Found in Block IV study guide workbook, page 3-3
E3ABR3DO31 00AA - July 2010 |
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Term
| (True or False) It is okay to delay filing electronic and paper records until one has time to do it. |
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Definition
False. One should promptly file all records.
Found in Block IV study guide workbook, page 3-4
E3ABR3DO31 00AA - July 2010 |
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Term
| What is it called when users place their electronic file location on a shared drive? |
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Definition
Mapping the network
Found in Block IV study guide workbook, page 3-4
E3ABR3DO31 00AA - July 2010 |
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Term
| How does one create a disposition file? |
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Definition
1. Navigate to the correct table and rule.
2. With the correct T & R displayed, click on the "Export PDF" button (upper right corner).
3. Save the file to the file plan under the correct folder.
Found in Block IV study guide workbook, page 3-5
E3ABR3DO31 00AA - July 2010
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Term
| What does one do to ensure proper e-records cut-off? |
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Definition
Create a duplicate folder in the INACTIVE directory and ensure all official records are moved before deleting the folder in the ACTIVE directory.
Found in Block IV study guide workbook, page 3-6
E3ABR3DO31 00AA - July 2010 |
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Term
| What does one do with each directory in which material is to be deleted? |
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Definition
Subdivide each directory by Fiscal Year (FY) or Calendar Year (CY)
Found in Block IV study guide workbook, page 3-6
E3ABR3DO31 00AA - July 2010 |
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Term
| What organization accepts transfer copies of e-records, related documentation, and indexes at the times specified in the Records Disposition Schedule (RDS)? |
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Definition
(NARA) National Archives and Records Administration
Found in Block IV study guide workbook, page 3-7
E3ABR3DO31 00AA - July 2010 |
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Term
| What 3 types of transfer media does NARA (National Archives and Records Administration) accept? |
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Definition
Magnetic tape, compact disc-read only memory (CD-ROM) and file transfer protocol (FTP)
Found in Block IV study guide workbook, page 3-7
E3ABR3DO31 00AA - July 2010 |
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Term
(True or False) One cannot compress transferring
e-records unless pre-approved by NARA. |
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Definition
True.
Found in Block IV study guide workbook, page 3-7
E3ABR3DO31 00AA - July 2010 |
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Term
| What form is used to transfer e-records to NARA? |
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Definition
SF 258, Agreement to Transfer Records to the National Archives of the U.S.
Found in Block IV study guide workbook, page 3-7
E3ABR3DO31 00AA - July 2010 |
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Term
| Who prepares and sends the SF 258 and AF Form 1341 to the Air Force Records Office? |
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Definition
The OPR (Offfice of Primary Responsibility) sends it through the BRM and CRM to AFRO.
Found in Block IV study guide workbook, page 3-7
E3ABR3DO31 00AA - July 2010 |
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Term
| What office has to approve and sign e-records before they are transferred to NARA? |
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Definition
The AFRO (AF Records Office)
Found in Block IV study guide workbook, page 3-8
E3ABR3DO31 00AA - July 2010 |
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Term
| What is it called when someone must remove a physical file from the drawer for use? |
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Definition
"Charging out a record."
Found in Block IV study guide workbook, page 3-8
E3ABR3DO31 00AA - July 2010 |
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Term
| What are some common time frames for general disposition instructions? |
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Definition
"Destroy after 3 months," "2 years," "10 years,"
"56 years," or "when superseded," and so forth.
Found in Block IV study guide workbook, page 3-8
E3ABR3DO31 00AA - July 2010 |
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Term
| When does the retention period of a document begin? |
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Definition
It begins after the file cutoff date, rather than the dates of individual records in a file, regardless of the disposition standards.
Found in Block IV study guide workbook, page 3-8
E3ABR3DO31 00AA - July 2010 |
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Term
| What is essential to the effectiveness of the Air Force? |
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Definition
Good record keeping.
Found in Block IV study guide workbook, page 3-9
E3ABR3DO31 00AA - July 2010 |
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Term
| What are Paper/Physical Cutoff procedures? |
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Definition
1. The RC will separate ACTIVE and INACTIVE records located in each records series (determined by disposition label).
2. The RC will physically move identified files to the INACTIVE file drawer.
Found in Block IV study guide workbook, page 3-9
E3ABR3DO31 00AA - July 2010 |
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Term
| Where is the original signed copy of the File Plan kept? |
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Definition
In File 1 of the File Plan in the file cabinet.
Found in Block IV study guide workbook, page 2-19
E3ABR3DO31 00AA - July 2010 |
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Term
| What must be done before filing a document? |
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Definition
Ensure all required actions are completed.
Found in Block IV study guide workbook, page 3-2
E3ABR3DO31 00AA - July 2010 |
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Term
| ____ and ____ work together to set up an effective, base-wide electronic file structure. |
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Definition
Base Records Manager (BRMs) and Network Control Center (NCC)
Found in Block IV study guide workbook, page 1-6
E3ABR3DO31 00AA - July 2010 |
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Term
| What rank is the HQ USAF/ILC? |
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Definition
Lt General at AF Level
Found in Block IV study guide workbook, page 1-1
E3ABR3DO31 00AA - July 2010 |
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Term
| Who is responsible for approving a file plan? |
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Definition
Base Records Manager (RM), who may delegate approval authority to the FARM.
Found in Block IV study guide workbook, page 2-17
E3ABR3DO31 00AA - July 2010 |
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