Block 4 - Unit 1 Flashcards Preview

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Flashcards in Block 4 - Unit 1 Deck (36):
1

What is the purpose of records?

Document official business, keep an account of an organization's activities, historical analysis, and are the basis for future actions.

2

Who appoints the RC?

the COR

3

Who ensures that the RC attends records management training?

the COR

4

Who administers the records management program on an installation or base?

Base Records Manager (BRM/RM)

5

What are the three main responsibilities of the BRM?

Training, Provide Assistance, and Manage Staging Area

6

Who is the POC for the Records Management Program in their Unit or Functional Area?

Functional Area Records Manager (FARM)

7

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.

Disposition

8

What is the term for separating active files from inactive files?

Cutoff

9

What is a "road map" or "table of contents?"

File Plan

10

Records an office uses frequently in current business or until a cutoff period is met.

Active Files

11

Records the office no longer needs or that are in a retention period after the cutoff date and are awaiting final disposition.

Inactive Files

12

Who publishes the RDS authorizing disposal of official records and redirecting the prompt and proper disposition of temporary records, retirement records and retirement of permanent records?

Air Force Records Officer (AFRO)

13

Which of the following is NOT a major duty of the BRM?
a. Training
b. Provided Assistance
c. Appoints Records Custodian (RC)
d. Monitors staging area

c. Appoints records custodian - is not a responsibility of the BRM

14

Who serves as a liaison between the RM and the organization?

FARM

15

Who ensures eligible records are promptly prepared to retire or transfer in accordance with the RDS of each record?

Records Custodian (RC)

16

The BRM and FARM makes sure offices of record receive Staff Assisted Visits (SAVs) at least every ___________months.

24

17

Essential to the continued operation or reconstitution of an organization during and after an emergency.

Vital Records

18

What are the two categories of vital records?

1) Emergency Operating Records
2) Rights and Interest Records

19

Stores, protects, and maintains rights and interest vital records for agencies desiring more permanent storage of their vital records.

NARA

20

Required to provide evidence that each location has conducted a search.

Negative replies

21

What records are approved for permanent retention by the National Archives of the United States?

Rights and Interests Records

22

What are vital records?

Records that are essential to the continued operation or reconstitution of an organization during and after an emergency

23

Explain Emergency Operating Records

Vital records essential to the continued functioning or reconstitution of an organization during and after an emergency

24

Explain Rights & Interests Records

uphold legal rights and interests of individual citizens and their government to include social security records, payroll records and insurance records, and valuable research records

25

How must deployed records be maintained?

As permanent records

26

What form is initiated for records being sent back CONUS for staging?

SF 135

27

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

Emergency

28

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

Disaster

29

Records necessary for military effort, the mobilization and protection of material, personnel services and systems and maintenance of public health, safety, order and the conduct of civil defense activities.

Emergency Operating Records

30

What type of records include social security records, retirement records, payroll and insurance records, and valuable research records.

Rights and Interest Records

31

Maintaining vital records is an insurance policy for:

protection of critical assets
continuing operations or rapid resumption of business
protecting legal and financial rights
recovering damaged records
improved safety and security
compliance with laws and regulations

32

True/False: A vital records program enables officials to identify and protect most important records

True

33

Stores, protects, and maintains rights and interest vital records for agencies desiring more permanent storage of their vital records

NARA

34

If the work center maintains vital records a ________________ must be developed to ensure these records are protected in the vent of a fire, natural disaster, contingency, etc.

Vital Records Plan

35

True/False: Records transferred from the AOR will be accompanied by an SF 135 and a list of pertinent records.

True

36

Who performs the risk assessment to determine appropriate medium for storage in deployed locations?

the COR