Term
| 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. |
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Definition
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Term
| What is the purpose of Records? |
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Definition
Serve as the 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
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Term
| Who administers the Records Management program and represents the Secretary of the Air Force on records management program? |
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Definition
AFRO
Air Force Records Officer
Found in Block IV study guide workbook, page 1-1
E3ABR3DO31 00AA - July 2010 |
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Term
| Who appoints the Record Custodian and ensures they attend record management training? |
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Definition
Chief of an Office of Record (COR)
Found in Block IV study guide workbook, page 1-2
E3ABR3DO31 00AA - July 2010
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Term
| Who administers the records management program on an installation or base? |
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Definition
Base Records Manager (RM)
Found in Block IV study guide workbook, page 1-2
E3ABR3DO31 00AA - July 2010 |
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Term
| What are the three main responsibilities of the Base Records Manager? |
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Definition
1. Providing Assistance
2. Managing Staging Area
3. Training
Found in Block IV study guide workbook, page 1-2
E3ABR3DO31 00AA - July 2010 |
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Term
| Who is the point of contact (POC) for records management in their unit or functional area? |
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Definition
FARM
Functional Area Records Manager
Found in Block IV study guide workbook, page 1-3
E3ABR3DO31 00AA - July 2010 |
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Term
| What is prepared by records professionals for each group of records moved from the shared drive or moved to off-line or disk storage? |
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Definition
Standard Form 135
(Records Transmittal and Receipt)
Found in Block IV study guide workbook, page 1-7
E3ABR3DO31 00AA - July 2010 |
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Term
| What are the four mandatory fields required for Metdata compliance? |
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Definition
Title, Subject, Author, and Comments fields
Found in Block IV study guide workbook, page 1-9
E3ABR3DO31 00AA - July 2010 |
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Term
| What did congress pass to protect individuals from unwarranted invasion of their personal property? |
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Definition
Privacy Act of 1974
Found in Block IV study guide workbook, page 1-11
E3ABR3DO31 00AA - July 2010 |
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Term
| What is Personal Identifiable Information? |
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Definition
Information in an information system or online collection that directly identifies an individual (e.g., name, address, social security number, telephone number, e-mail address, etc.) OR by which an agency intends to identify specific individuals in conjunction with other data elements (i.e., indirect identification)
Found in Block IV study guide workbook, page 1-12
E3ABR3DO31 00AA - July 2010 |
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Term
| What are the two categories of Vital Records? |
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Definition
1. Emergency Operating records
2. Rights and Interests records
Found in Block IV study guide workbook, page 2-1
E3ABR3DO31 00AA - July 2010 |
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Term
| What are records which serve the Federal Government if the country is attacked? |
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Definition
Emergency Operating Records
These records include records necessary for:
The military effort.
The mobilization and protection of material, personnel, services and systems.
Maintenance of public health, safety, order and the conduct of civil defense activities.
Found in Block IV study guide workbook, page 2-1
E3ABR3DO31 00AA - July 2010 |
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Term
| What are records which uphold the legal rights and interests of individual citizens and their government? |
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Definition
Rights and Interests Records
These records include:
Social Security Records
Retirement Records
Payroll records & Insurance records
Valuable research records
Found in Block IV study guide workbook, page 2-2
E3ABR3DO31 00AA - July 2010 |
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Term
| What records are approved for permanent retention by the National Archives of the United States? |
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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 are records essential to the continued
operation or reconstruction of an organization
during and after an emergency? |
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Definition
Vital Records
(Including those records essential to protecting the rights and interests of the organization and the individuals directly affected by its activitites.)
Found in Block IV study guide workbook, page 2-1
E3ABR3DO31 00AA - July 2010 |
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Term
| Who oversees the AF Records Management Program and appoints the AF Records Officer? |
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Definition
HQ USAF/ILC
Director, Communications Operations
Found in Block IV study guide workbook, page 1-1
E3ABR3DO31 00AA - July 2010 |
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Term
| Who administers the AF Records Management program, represents the SAF on records management issues, and oversees legal requirements of records disposal? |
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Definition
AFRO
Air Force Records Officer
Found in Block IV study guide workbook, page 1-1
E3ABR3DO31 00AA - July 2010 |
|
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Term
| Who is the POC for the Records Management program in the unit or functional area? |
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Definition
Functional Area Records Manager (FARM)
Also serve as liaison with base RM
Assists COR & RC in maintaining/disposing of records
Found in Block IV study guide workbook, page 1-2
E3ABR3DO31 00AA - July 2010 |
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Term
| Who is responsible for the physical and legal custody of all records and appoints RC's? |
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Definition
COR
Chief of an Office of Record
Found in Block IV study guide workbook, page 1-2
E3ABR3DO31 00AA - July 2010 |
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Term
| Who is responsible for maintaining, servicing and disposing of the office records? |
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Definition
Records Custodian (RC)
Also maintains office files plan and accountability for active and inactive records.
Promptly and properly prepares eligible records to retire or transfer
Found in Block IV study guide workbook, page 2-1
E3ABR3DO31 00AA - July 2010 |
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Term
| Who is responsible for ensuring a Staff Assistance Visit (SAV) is conducted at least every 24 months? |
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Definition
RM - Base Records Manager
FARM - Functional Area Records Manager
Found in Block IV study guide workbook, page 1-2
E3ABR3DO31 00AA - July 2010 |
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Term
| What is the purpose of the SAV? |
|
Definition
For the RM and FARM to ensure regulations are being followed and RC's to 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 |
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Term
| __________________ are data in a form that can be read and processed by a computer and that satisfies the legal definition of a record. |
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Definition
Electronic Records
Found in Block IV study guide workbook, page 1-3
E3ABR3DO31 00AA - July 2010 |
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Term
| Read-only record access rights are provided to personnel who have a need-to-know basis as determined by which appropriate local authority? |
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Definition
Chief of Office of Record (COR)
Found in Block IV study guide workbook, page 1-4
E3ABR3DO31 00AA - July 2010
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Term
| Paper record will continue to co-exist with electronic records for the forseeable future. The integrity of electronic records must be maintained for how long? |
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Definition
Throughout the life cycle of the record
Found in Block IV study guide workbook, page 1-4
E3ABR3DO31 00AA - July 2010
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Term
| Label used for government documents that are only to be utilized in an official capacity to conduct government business. |
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Definition
For Official Use Only
Found in Block IV study guide workbook, page 1-11
E3ABR3DO31 00AA - July 2010 |
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Term
| Who maintains, services and disposes of the office records? |
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Definition
Records Custodian (RC)
Found in Block IV study guide workbook, page 1-2
E3ABR3DO31 00AA - July 2010 |
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Term
| Who 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 |
|
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Term
| What is: all books, papers, maps, charts, photographs, machine-readable materials and other documentary materials, regardless of physical form or characteristics, made or received by any agency of the US Government under Federal laws? |
|
Definition
Records
Found in Block IV study guide workbook, page 1-1
E3ABR3DO31 00AA - July 2010 |
|
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Term
| Who is responsible for physical and legal custody of all records the office creates or receives? |
|
Definition
Chief of an Office of Record (COR)
Found in Block IV study guide workbook, page 1-2
E3ABR3DO31 00AA - July 2010 |
|
|
Term
| Who serves as the point of contact for and monitors the Records management Program in their unit or 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 |
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Term
| Who appoints the command records manager (CRM)? |
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Definition
MAJCOM
(The MAJCOM Commander or senior communications and information official makes the appointment.)
Found in Block IV study guide workbook, page 1-1
E3ABR3DO31 00AA - July 2010 |
|
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Term
| Who administers the program, represents the Secretary of the Air Force on records management issues, and oversees the legal requirements of records disposal. |
|
Definition
Air Force Records Officer (AFRO)
Found in Block IV study guide workbook, page 1-1
E3ABR3DO31 00AA - July 2010 |
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Term
| What defines discovery metadata elements for resources posted to community and organizational shared spaces (i.e. Shared Drives)? |
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Definition
DoD Discovery Metadata Specification (DDMS)
Found in Block IV study guide workbook, page 1-8
E3ABR3DO31 00AA - July 2010 |
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Term
| Under Metadata, this is an Optional field where it is recommended to enter the URL for the e-folder? |
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Definition
Hyperlink base
Found in Block IV study guide workbook, page 1-9
E3ABR3DO31 00AA - July 2010 |
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Term
| What records must be kept immediately available in EOC's? |
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Definition
Emergency Operating Records
Found in Block IV study guide workbook, page 2-1
E3ABR3DO31 00AA - July 2010 |
|
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Term
| What is essential to the continued operation or reconstruction of an organization during and after an emergency? |
|
Definition
Vital Records
Found in Block IV study guide workbook, page 2-1
E3ABR3DO31 00AA - July 2010 |
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Term
| Who reviews and signs the files maintenance and disposition plan to include identification of vital records? |
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Definition
Chief of an Office of Record (COR)
Found in Block IV study guide workbook, page 2-1
E3ABR3DO31 00AA - July 2010 |
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Term
| What are the two basic categories of the Federal Vital Records program? |
|
Definition
1. Emergency Operating Records
2. Rights and Interest Records
Found in Block IV study guide workbook, page 2-1
E3ABR3DO31 00AA - July 2010 |
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Term
| Who stores, protects and maintains rights and interest vital records for agencies desiring more permanent storage of their vital records? |
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Definition
National Archives (NARA)
Found in Block IV study guide workbook, page 2-2
E3ABR3DO31 00AA - July 2010
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Term
Who is required to use AFRIMS?
(Air Force Records Information Management System) |
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Definition
All Air Force Records Managers
Found in Block IV study guide workbook, page 2-4
E3ABR3DO31 00AA - July 2010 |
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Term
| What serves as a road map or table of contents of the active files? |
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Definition
Files Plan
Found in Block IV study guide workbook, page 2-5
E3ABR3DO31 00AA - July 2010 |
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Term
| TRUE or FALSE: Users are restricted to accessing file plans within their area of responsibility ONLY. |
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Definition
TRUE
Found in Block IV study guide workbook, page 2-5
E3ABR3DO31 00AA - July 2010 |
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Term
| What database can be used to find a table and rule? |
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Definition
Records Disposition Schedule (RDS)
Found in Block IV study guide workbook, page 2-8
E3ABR3DO31 00AA - July 2010 |
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Term
| What is a comprehensive term that includes destruction, slavage, or donation, transfer to a staging area, or records center, or transfer from one organization to another? |
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Definition
Disposition
Found in Block IV study guide workbook, page 2-8
E3ABR3DO31 00AA - July 2010
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Term
| What is a term used for separating active from inactive records? Also refers to a time when you stop filing in active records. |
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Definition
Cutoff
(Cutoff is identified in the disposition instructions)
Found in Block IV study guide workbook, page 2-10
E3ABR3DO31 00AA - July 2010 |
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Term
| What controls each record series listed on the files plan, on heavy card stock, green paper and is used in active and inactive files? |
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Definition
Disposition Guide Cards
Found in Block IV study guide workbook, page 2-20
E3ABR3DO31 00AA - July 2010
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Term
| Where is the disposition control label placed? |
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Definition
Upper left hand side of the disposition guide card
Found in Block IV study guide workbook, page 2-20
E3ABR3DO31 00AA - July 2010 |
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Term
| Shows what records are maintained and in what order they are kept in an office of record? |
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Definition
Files Plan
Found in Block IV study guide workbook, page 3-1
E3ABR3DO31 00AA - July 2010 |
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Term
| 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
| Records the office no-longer needs or that are in a retention period after the cutoff date and are awaiting final disposition? |
|
Definition
Inactive files
(Normally files from the previous years)
Found in Block IV study guide workbook, page 3-1
E3ABR3DO31 00AA - July 2010 |
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Term
| Records that the Archive of the United States approved for permanent retention. |
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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
| Records that do not have a specific cutoff date. |
|
Definition
Perpetual Files
(Keep them in the active files until you destroy them.)
Found in Block IV study guide workbook, page 3-1
E3ABR3DO31 00AA - July 2010 |
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Term
| Documentary materials belonging to an individual that are NOT used to conduct agency business. |
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Definition
Personal Papers
(These papers are related solely to an individual's own affairs or used exclusively for that individual's convenience and must be clearly designated as such and kept separate from the records.)
Found in Block IV study guide workbook, page 3-1
E3ABR3DO31 00AA - July 2010 |
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Term
| A group of records or other recording media relating to the same subject that is identified with a particular table and rule. |
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Definition
Record Series
(These records have a distinct title, application and disposition schedule.)
Found in Block IV study guide workbook, page 3-2
E3ABR3DO31 00AA - July 2010 |
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Term
| Refers to the length of time records are kept after cutoff but before final disposition |
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Definition
Retention Period
Found in Block IV study guide workbook, page 3-2
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
Take action to get the missing information to complete the record, if not possible, make notation about what part is missing.
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? |
|
Definition
Network & Systems 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? |
|
Definition
AF Form 614 or 614a, Charge out record
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? |
|
Definition
DD Form 2861 - Cross Reference
Found in Block IV study guide workbook, page 3-6
E3ABR3DO31 00AA - July 2010 |
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Term
| How are duplicate files marked? |
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Definition
Circle the appropriate file code in the upper right hand corner to show where duplicate files are filed
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 lable if the files extend to two or more drawers? |
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Definition
Add the inclusive series numbers for files actually located in each drawer from the files plan
Found in Block IV study guide workbook, page 3-8
E3ABR3DO31 00AA - July 2010 |
|
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Term
| How often does the RC review the file plan to cutoff records? |
|
Definition
At least annually
Found in Block IV study guide workbook, page 3-9
E3ABR3DO31 00AA - July 2010 |
|
|
Term
SAV's are conducted at least every 24 months.
Who conducts the SAV? |
|
Definition
RM or FARM
(SAV is conducted to ensure offices are following proper regulations.
RC's can ask for assistance if they are having any issues.)
Found in Block IV study guide workbook, page 1-2
E3ABR3DO31 00AA - July 2010 |
|
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Term
| How are records marked for filing? |
|
Definition
Mark by using "file", your initials and the file code on the upper right corner of the document.
(If needed, add the subdivision, a subject or enough identification to show where to file the record.)
Found in Block IV study guide workbook, page 3-2
E3ABR3DO31 00AA - July 2010 |
|
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Term
| What are the three types of transfer media accepted by NARA? |
|
Definition
1. Magnetic tape
2. Compact disk-read only memory (CD-ROM)
3. File transfer protocol (FTP)
Found in Block IV study guide workbook, page 3-7
E3ABR3DO31 00AA - July 2010 |
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Term
| What must an individual ensure before filing a document? |
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Definition
Ensure all required actions are complete.
Found in Block IV study guide workbook, page 3-2
E3ABR3DO31 00AA - July 2010
|
|
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Term
| What AFI governs the records management disposition program? |
|
Definition
AFI 33-364
Records Disposition-Procedures and Responsibilities
Found in Block IV study guide workbook, page 2-9
E3ABR3DO31 00AA - July 2010
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