Term
014. Administration
What is classified information? |
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Definition
| Official information that has been determined to require protection against unauthorized disclosure and is marked to indicate its classified status when in documentary form. |
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Term
014. Administration
What type of material would cause exceptionally grave damage to national security if disclosure is authorized? |
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Definition
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Term
014. Administration
Which type of classification decision involves incorporating new material into a document that is already classified? |
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Definition
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Term
014. Administration
What markings are classified documents required to have? |
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Definition
| The overall classification of the document, the agency, office of origin, and date of the document, the office or source socuments that classified the info or "classified by" line, for originally classified documents or material only, a "reason:" for the classification line, for derivatively classified documents or material only, a "derived from:" line, notebooks, binders, folders etc., conspicuously mark such items containing classified docs or material with the highest classification of the material contained therein, declassification instructions and any downgrading instructions that apply |
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Term
014. Administration
You should never send what type of material through the BITS or the Postal System? |
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Definition
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Term
015. For Official Use Only
How should you file FOUO material when building security is provided? |
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Definition
| With other unclassified records in unlocked files or desk drawers. |
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Term
015. For Official Use Only
Due to the sensitive nature of FOUO information, how long should we properly manage FOUO records? |
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Definition
| Until the info is no longer FOUO or is ready for disposal. |
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Term
015. For Official Use Only
How must you dispose of record copies of FOUO documents? |
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Definition
| In accordance to the Federal Records Act and the DOD Component records management directives. |
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Term
016. Privacy Act Program
When can a first party requester not receive information that is in his or her record that is located in a system of records? |
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Definition
| When the info does not directly pertain to the first party requester. |
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Term
016. Privacy Act Program
When can you release PA material to a third party? |
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Definition
| When the subject agrees orally or in writing |
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Term
016. Privacy Act Program
When personal information is sent over e-mail within DOD, you must ensure what? |
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Definition
| There is an official need, all addressees are authorized to receive it under the PA, it is protected from unauthorized disclosure |
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Term
016. Privacy Act Program
What is the Federal Register? |
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Definition
| The official daily publication for rules, proposed rules, and notices of federal agencies and organizations as well as executive orders and other presidential documents. |
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Term
016. Privacy Act Program
Who must address privacy requirements during the development lifecycle of the information system? |
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Definition
| Information system owners and developers. |
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Term
017. PII
How can you give a PAS to a subject when you are collecting information from him or her for a system of records? |
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Definition
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Term
017. PII
What are some examples of nonreleasable PII? |
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Definition
Marital status; Number, name, and sex of dependents; Civilian educational degrees and major areas of study, unless the request for the information relates to the professional qualifications for Federal employment;
School and year of graduation; Home of record; Home address and phone; Age and date of birth year; Present or future assignments for overseas or for routinely deployable or sensitive units; Office, unit address or duty phone for overseas or routinely deployable or sensitive units; Race/ethnic origin; SSN; EDIPI, DOD ID number |
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Term
017. PII
Define a PII Breach |
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Definition
| A loss of control, compromise, unauthorized disclosure, unauthorized acquisition, unauthorized access, or any similar term referring to situations where persons other than authorized users and for an other than authorized purpose have access or potential access to PII, whether physical or electronic. |
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Term
018. FOIA
What is the FOIA exemption 7, and what type of records does it pertain to? |
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Definition
| Investigative records – Records or information compiled for law enforcement purposes; i.e., civil, criminal, or military law, including the implementation of executive orders or regulations issued pursuant to law. |
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Term
018. FOIA
Who is responsible for coordinating all replies to FOIA requests? |
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Definition
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Term
| 018. When is a FOIA request considered received? |
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Definition
| When the FOIA office responsible for processing the request physically receives it and the requester states a willingness to pay fees set for the appropriate fee category, has paid any past FOIA debts (if applicable), and has reasonably described the requested records. |
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Term
018. FOIA
What type of request can have multiple organizations review or coordinate on it? |
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Definition
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Term
019. Program Objectives
How can you access the publication and forms official repository? |
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Definition
| Via the Air Force e-Publishing site. |
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Term
019. Program Objectives
What office checks for content accuracy, currency, and integrity of publications and forms and their compliance with publications and use of forms before publication approval? |
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Definition
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Term
020. Categories and formats of publications and forms
____ are extensions of instructions; provide additional guidance for performing tasks. |
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Definition
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Term
020. Categories and formats of publications and forms
_____ are used to extend or add material to higher-level publications. |
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Definition
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Term
020. Categories and formats of publications and forms
____ are informal “how to” publications. |
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Definition
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Term
020. Categories and formats of publications and forms
_____ are informational and only suggest guidance. |
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Definition
| Nondirective publications. |
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Term
020. Categories and formats of publications and forms
____ are posters or graphic illustrations: |
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Definition
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Term
020. Categories and formats of publications and forms
What are three types of non-prescribed forms? |
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Definition
| Office, on-time, and test forms. |
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Term
021. Publications and forms coordination
What are the two types of publications and forms review the OPR performs? |
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Definition
| 2 year and special reviews |
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Term
021. Publications and forms coordination
Which form is used when performing a review on a publication? |
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Definition
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Term
022. Review of information, collection, and report control compliance
What is the purpose of the ICR program? |
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Definition
| To reduce costly, ineffective, and redundant information collection and reporting requirements. It establishes procedures for information collecting and reporting of internal, public, and interagency requirements. |
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Term
022. Review of information, collection, and report control compliance
Which section of the product announcements deals with forms? |
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Definition
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Term
023. Program objectives and definition of official records
Whose responsibility is it to implement the records management program in compliance of Air Force instruction? |
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Definition
| Commanders and staff agency chiefs |
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Term
023. Program objectives and definition of official records
Unauthorized destruction of official records is punishable by what? |
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Definition
| Up to three years confinement and a fine |
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Term
024. Types of records
What are the three types of records? |
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Definition
| Federal, state, and personal |
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Term
024. Types of records
Which type of record relates to an individual’s private affairs and not related to government business? |
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Definition
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Term
025. Records management roles and responsibilities
Which office develops policy and guidance necessary to implement the Air Force Records Management Program? |
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Definition
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Term
025. Records management roles and responsibilities
Who is the liaison between unit and base records manager? |
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Definition
| Functional area records manager |
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Term
025. Records management roles and responsibilities
Who is responsible for legal custody of office records? |
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Definition
| Chief of Office of Record |
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Term
025. Records management roles and responsibilities
Who manages the programs within his or her command? |
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Definition
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Term
025. Records management roles and responsibilities
Who manages the local staging area? |
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Definition
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Term
025. Records management roles and responsibilities
Who maintains the office file plan? |
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Definition
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Term
026. Files Maintenance and Disposition Plans
What are the next steps in the production process of the office Records Management Program after determining the records to maintain? |
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Definition
| Building the file plan, approving the file plan, and labeling and filing the records. |
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Term
026. Files Maintenance and Disposition Plans
What type of records should never be entered into the Air Force Records and Information Management System? |
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Definition
| Sensitive, Classified, or PA material. |
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Term
026. Files Maintenance and Disposition Plans
Which type of filing arrangement is associated with date sequence? |
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Definition
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Term
026. Files Maintenance and Disposition Plans
On the file plan, how many disposition authorities (table and rule) are allowed per record series? |
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Definition
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Term
026. Files Maintenance and Disposition Plans
What information does the file folder label display? |
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Definition
| The item number and series title, table and rule number, cutoff instructions, office of record and disposition instructions. |
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Term
026. Files Maintenance and Disposition Plans
How should documents be assembled for filing? |
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Definition
| With the latest action on the top. |
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Term
026. Files Maintenance and Disposition Plans
What are the steps taken when you respond to an official records search request? |
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Definition
| Acknowledge receipt of the search request, search, acknowledge whether you had negative or positive results, and complete and close out the request by giving information about your search. If you locate any records that qualify, be sure to follow positive records preservation instructions according to the AF RDS in AFRIMS. |
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Term
026. Files Maintenance and Disposition Plans
What is the purpose of the DD Form 2861? |
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Definition
| It gives the reader a reference “trail” to follow when a document is located somewhere else. |
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Term
026. Files Maintenance and Disposition Plans
Why is the charge-out records activity important while maintaining a files plan? |
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Definition
| The RC must use some type of charge-out and follow-up system to ensure that borrowed documents are returned to the files. |
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Term
026. Files Maintenance and Disposition Plans
Describe some responsibilities that are involved with the records disposition program? |
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Definition
| The process involves: Scheduling all records for retention or periodic destruction, and preserving records that reflect the organization, functions, policies, decisions, procedures, and essential transactions of the Air Force, Preserving records that protect the legal and financial rights of the government and of individuals that Air Force actions directly affect, Offering records of enduring value for permanent preservation in the national archives,Promptly and systematically disposing of records of temporary value, setting up safeguards against illegal removal, loss, or destruction of records |
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Term
026. Files Maintenance and Disposition Plans
What are two conditions that could warrant early retirement of records? |
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Definition
| Destruction of records by hostile or potentially hostile action is an ever-present danger and the records are considered valuable enough to warrant preservation until expiration of the normal retention period; Records take up space urgently needed for military purposes and are not referred to frequently enough to warrant a longer local retention unless they are of sufficient importance in protecting the legal or financial rights of individuals or the Air Force. |
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Term
026. Files Maintenance and Disposition Plans
When a disposition schedule changes what, if anything, should you do to inactive records? |
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Definition
| Bring inactive and cutoff records under the new standards. |
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Term
026. Files Maintenance and Disposition Plans
What does cutoff describe? |
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Definition
| A designated point in time or the completion of a specific action or event after which personnel can no longer place records in the active file. |
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Term
026. Files Maintenance and Disposition Plans
What is the SF135 used for? |
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Definition
| To identify records for retirement to a federal records center or staging area or to transfer records to another organization. |
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Term
026. Files Maintenance and Disposition Plans
When transferring e-records, what are the three types of files/media the NARA accepts? |
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Definition
| Magnetic tape, CD-ROM and FTP |
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Term
026. Files Maintenance and Disposition Plans
Define electronic records. |
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Definition
| Data in a form that can be read and processed by a computer and satisfy the legal definition of a record. |
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Term
026. Files Maintenance and Disposition Plans
Who all is involved in managing electronic records on a shared network? |
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Definition
| Records custodian, Chief of office of record, base records manager. |
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Term
026. Files Maintenance and Disposition Plans.
What serves as the foundation for managing all electronic records? |
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Definition
| The plan structure created in AFRIMS. |
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Term
027. Records Staging
What function does the staging area serve for the records program? |
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Definition
| This facility receives, maintains, and services inactive records for all activities and tenant units on or near the base. |
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Term
027. Records Staging
What is the minimum files-to-space ration acceptable in the staging area? |
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Definition
| Two cubic feet of files to each square foot of floor space. |
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Term
027. Records Staging
For security purposes, File plan titles should never contain what? |
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Definition
| File plan title will not contain sensitive, classified, FOUO, or PA information. |
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