Volume 1 CDC Part 2 Flashcards
(144 cards)
1
Q
What is AFRIMS specifically responsible for automating?
A
Preparation and maintenance of the files mainenance and disposition plan, and the files disposition control label
2
Q
What does AFRIMS provide from the RDS?
A
An online database of table and rules
3
Q
What labels does AFRIMS print?
A
subdivisions, file disposition control, and file folder labels
4
Q
What type of material is never entered into AFRIMS?
A
Sensitive, classified, or PA material
5
Q
What is the decision logic table?
A
the decision logic tables are a read-only database which allows users to view and print series RDS information, tables, rules, disposition instructions, and notes. The decision logic tables are approved by the national archives and records administration.
6
Q
What are the first and second numbers of the decision logic tables associated with?
A
the first number is the publication series and the second number is assigned for control purposes only
7
Q
What program generates the file disposition control labels?
A
AFRIMS
8
Q
How many tables and rules can be applied to each record series?
A
One
9
Q
What are the requirements for placing disposition control labels on a guide card?
A
Usually affixed to the first (left)tap position of the guide card, the main thing is to be consistent throughout your files.
10
Q
What purpose does the disposition guide card serve?
A
Serves to identify the records filed behind it and to provide cutoff and disposition instructions for the records.
11
Q
Where do you place the disposition control label on records located away from the file drawer?
A
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.
12
Q
Where do you place the disposition control label when a series is filed in more than one container?
A
Place on the first container or on each container.
13
Q
What purpose do folders serve?
A
To group related paper records together.
14
Q
What should be done with folders when they become too bulky for use?
A
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
15
Q
What is shown on the file folder label?
A
Shows the item number, series title, and the office of record.
16
Q
What is added to the file folder label when there is a retention period of one year or longer?
A
The year (calendar or fiscal).
17
Q
What is done when files expand to more than one drawer?
A
Review the file plan to determine the inclusive series number to be placed on the drawer labels.
18
Q
What is the first step in filing a document?
A
Assemble documents for filing in the same manner as required for their creation, dispatch, and use with the latest action on top.
19
Q
What should you do prior to filing a document if an attachment is missing?
A
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.
20
Q
What items do you remove from a document prior to filing?
A
Remove all mail control forms and receipts, envelopes, and memo routing or coordination slips, except those containing remarks of significant record value.
21
Q
How is a record marked for filing?
A
Mark records for file be 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.
22
Q
What is the primary purpose for maintaining records?
A
To ensure we can give needed information to decision makers whenever and wherever it is needed.
23
Q
What is the first item in a file plan?
A
File plan.
24
Q
What form you use for cross-reference?
A
DD Form 2861, Cross-Reference.
25
What can you use if the official cross-referencing for is not available?
Make copies of the records and file each copy in the applicable series.
26
What does cross-referencing provide?
Provide more reliable files service as long as excessive cross-referencing is avoided.
27
Why are records kept?
Because they contain needed information
28
Why are filing systems developed?
So information can be retrieved promptly and efficiently
29
Where is the AF Form 614 filed?
Put in place of the removed record or folder.
30
Define disposition.
A comprehansive term that inclused the destruction, salvage, donation, or transfer to staging area or records center; transfer from one organization to another.
31
What are two categorized areas of disposition?
(1) Transfer, (2) Destruction
32
What key roles does the records disposition program play in the management of AF records?
Economic and efficient management of Air Force records.
33
What does the records disposition program consist of?
Scheduling all records for retention or periodic destruction, preserving recordss that reflect the organization, functions, policies, decisions, procedures, and essential transactions of the Air Force, perserving 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.
34
What are the three objectives of the records disposition program?
(1) Retire long-term (10 years 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.
35
What is the length of time the AF keeps a record?
Retention period.
36
What retention period do records have that are not authorized for a specific disposition?
Permenant
37
What does enduring value mean?
The document will remain in existence indefinitely.
38
Define a temporary record.
Any record identified by the Archivist of the United States to have insufficient value to warrant preservation by the National Archives.
39
How do you destroy magnetic tapes or other magnetic medium?
Degauss or overwrite.
40
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 at the same time as if no change of status had occurred.
41
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.
42
When can you dispose of records without regard to the tables 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 of 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.
43
What does the vital records program ensure?
Continuity of government during national emergencies.
44
What are the two traditional types of vital records?
(1) Emergency-operating records. (2) Records to protect rights.
45
What is an emergency?
A situation or an occurance of a serious nature, developing suddenly and unexpectedly, and demanding immediate action.
46
What is a disaster?
An unexpected occurance inflicting widespread destruction and distress and having long-term adverse effects on agency operations.
47
Given the importance of vital records, how should agencies arrage for offsite storage?
Agencies should arrange a facility not subject to the same emergency or disaster but still reasonably accessible to agency staff.
48
How do records custodians accomplish the end of year closeout?
By transferring physical records to the inactive files area or to the staging area.
49
Define cutoff.
A term used for separating active records from inactive records.
50
How often should the records custodian review the file plan?
At least annually.
51
What determines the cutoff for active records?
The retention period.
52
What are the three cutoff periods?
(1) N/A, (2) Monthly, (3) CY/FY
53
How is the cutoff identified when it does not contain a month or year?
They are marked N/A.
54
What form is used as a packing list for transferred or retired records?
SF 135
55
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.
56
What minimum items should be included on deployed unit file plans?
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 RDS.
57
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.
58
Who is the AF 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.
59
Who manages the staging area for a base?
Managed by the BRM.
60
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.
61
What types of records are not kept in the staging area?
Active records
62
Who must approved a waiver to grant small volumes of 2-8 year retention to be kept in the current files area?
RM
63
What are some of the criteria that must be met for selecting a staging area?
Weather, lighting, heat/air, precaution against insect and rodents, security, and space.
64
What does an OPR use an AF Form 525, Records Disposition Recommendation, for?
To recommend a change, addition, or deletion to the records disposition schedule.
65
What must you do if the disposition of the records 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 propsed disposition standard and submits the AF Form 525 with a qualifying statement.
66
What is the minimum length of time an AF Form 525 stays in suspense with the records manager if a disposition cannot be determined?
Six months.
67
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.
68
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.
69
What information does the public have a right to?
Information concerning the activities of its government
70
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 expempt from mandatory parital or total disclosure under the FOIA
71
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 regulations
72
Who obtains recommendations for the OPR for records?
FOIA manager
73
Who provides training for the FOIA program?
FOIA manager
74
Who finds and provides the requested records?
The OPR
75
When is a FOIA request considered received?
When the office responsible for processing the request physically receives it
76
When are fees waived?
When the cost is $15.00 or less
77
Within how many working days must a final response determination be made?
20 working days
78
What can requesters do if they are dissatisfied with the result of a FOIA request?
Sue the AF
79
What are the two type of FOIA request?
Simple, Complex
80
What type of request is processed quickly and in small volumes?
Simple
81
Who does a requester submit an appeal to?
SECAF
82
What report is mandated by the statute, reported on a fiscal basis, and submitted to the Attorney General?
Annual Freedom of Information Act Report
83
Who is responsible for reporting information on the annual FOIA report?
FOIA manager
84
What does the Privacy Act of 1974 do for individuals?
Protect individuals from unwarranted invasion of their personal privacy
85
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, SSN, patient identification number, and so forth, through a cross-register
86
Where must the Air Force publish a description of its records system covered by the PA?
Federal Register
87
Who is responsible to manage and safeguard the system?
System Managers
88
Who is the focal point in their functional area for general PA questions and correspondence?
PA monitors
89
Does a requester need to state the act when requesting records that are contained in a system of records?
No
90
How many workdays, if possible, should you give a copy of the requested records to the requestor?
10 workdays of receipt
91
What may a system manager ask if a third party is present during a records review?
Written consent
92
What can you release infomration to a third party?
When the subject agrees orally or in writing
93
What is the fine for maintaining PA record systems that has not been published in the Federal Register or for making an unauthorized disclosure>
$5000 may be imposed
94
What are some examples of nonreleasable information?
marital status, number, name, and sex of dependents, civilian educational degrees and major areas of study school and year of graduation, home of record, home address and phone number, age and date of birth, present or future assignments overseas, office and unit address and duty phone for overseas, race/ethnic origin, SSN
95
How many days does a system manager have to process access denials?
5 workdays after you receive the request for access
96
How is PA information protected?
according to its sensitivity
97
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
98
How are records containing personal data disposed of?
In a manner that prevents inadvertent compromise
99
What are the four headings for a PA statement?
authority, purposes, routine uses, disclosure
100
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
101
For official us only information is a designation that applies to what type of information?
Information that has not been given a security classification pursuant to the cirteria of an Executive Order, but which may be withheld from the public disclosure would cause a foreseeable harm to an interest protected by one or more FOIA exemptions
102
What criteria must FOUO information meet under the FOIA?
Exemptions 2-9
103
How is an individual paragraph in a classified document marked as For Official Use Only?
By placing "(FOUO)" at the beginning of the paragraph
104
What must be done if FOUO information is transmitted to authorized persons outside the DoD?
Expanded marking to explain the significance of the FOUO markings must be used
105
How is "For Official Use Only" information protected during duty hours?
Keep in an out-of-sight location
106
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.
107
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.
108
How is "For Official Use Only" information disposed of?
By tearing each copy into pieces (to prevent reconstruction) and placing them in regular trash containers.
109
Can "For Official Use Only" information be recycled?
Yes
110
What is one objective of the publications and forms management program?
To ensure publications and forms are complete, accurate, current, and accessible to AF users
111
Who is authorized to serve as the POC for publication and forms where the AF serves as the lead service?
Only civilian employees or military member of the Air Force
112
Who ensure that OPR's follow guidance on creating, maintaining and disposing of reports according to AFI's?
Air Force Network Integration Center
113
Who is solely responsible for the accuracy, currency, and integrity of the contents and for compliance with their publications and forms?
The OPR
114
Who at a minimum needs to to be one organizational level above the OPR?
The certifying official
115
What are approving officials?
Approving officials are senior leaders responsible for policies and guidance/procedures pertaining to their functional areas.
116
What are the two types of AF publications?
Directive, Non-directive
117
All publications in the directive publications category must carry what statement in the publication header?
"COMPLIENCE WITH THIS PUBLICATION IS MANDATORY"
118
What are some directive publications?
policy directives, policy memorandums, mission directives, instructions, guidance memorandums, mission directives, instructions, guidance memorandums, manuals, interservice publications, supplements, installation publications
119
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 AFPM's?
180 days; the SECAF
120
What are publications that extend or add material to publications issued by higher headquarters or agencies?
supplements
121
AF personnel use nondirective publications in what manner?
The use these publications as reference aids, "how to" guides, or as resources of official information.
122
What are the two types of visual aids and how are they used?
permanent is used to explain or instruct, temporary is to inform or motivate, such as a poster promoting safe driving
123
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.
124
What is important to remember if you download publications to your computer?
To periodically check the e-publishing site for change to publications.
125
What is the single source for accessing, viewing, downloading, ordering, printing electronic products?
Electronic publishing (e-publishing)
126
What are the sections in Part I of the product announcement?
A-publications released, B-rescinded publications, C-publications not yet available, D-General information
127
What is a subscription service?
It is a way to be notified by email anytime there is a change to a publication or a series number
128
Why is the Rehabilitation Act important in publications?
E-publishing site must comply with Section 508 of the Rehabilitation act for all online products.
129
Why is a releasability statement added?
To specify any limitations on distribution
130
How many interim changes can be issued to an AF departmental publication?
1 to 5, after the fifth change, the publication must be rewritten
131
What are the two types of changes?
interim, adminstrative
132
On adminstrative changes, why is there no coordination required?
Because these types of changes are non-substantive
133
What is the fine for maintaining a records system that has not been published in the Federal Register?
Up to $5,000
134
What is the Federal Reigster?
Official daily publications for rules, proposed rules, and notices
135
What is an official system of records?
Authorized by law or Executive Order, needed to carry out an AF mission or function, and published in the Federal Register
136
What should you check prior to releasing personal information to third parties?
Make sure it is authorized under the PA, consider for consequences, and check the accuracy of the information.
137
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.
138
What are the two ways a PA statement can be given?
orally, in writing
139
When is a PA statement given?
Given to any from who you are collecting personal information that will be put in a system of reocrds or when asking for a SSN
140
How are SSN's protected?
authority, purposes, routine uses, disclosure-FOUO
141
How are tapes and magnetic mediium destroyed?
Degauss or overwrite.
142
What is the purpose of the information collection and reports management program?
To reduce costly, ineffective, and redundant information collection and reporting requirements.
143
What is the basic policy for information collection reports?
Ensure sufficient information is available to achieve military effectiveness and management efficiency.
144
What type of information collection requires a control symbol?
Status, summary, or statistical information that is compiled and transmitted from one organizational component to another.
