Term
| What collaboration services are available for electronic communication? |
|
Definition
1) Web conferencing
2) Instant messaging
3) Collaborative workspaces
4) Application Sharing |
|
|
Term
| What enables users to communicate and interact with groups large and small, in real-time, using high-impact presentations and essential collaboration tools? |
|
Definition
|
|
Term
| What collaborating tool provides comprehensive content management and enterprise searches? |
|
Definition
| MicroSoft Office SharePoint |
|
|
Term
| What is the Air Force goal concerning accessibility to Internet resources? |
|
Definition
| Within acceptable risk, the goal provides personnel requiring access for official business maximum accessibility to Internet resources. |
|
|
Term
| What continues to increase as a technique for obtaining and disseminating information worldwide? |
|
Definition
| Use of the Web or Web technologies |
|
|
Term
| Name a few requirements that must be met fro posting information on private Web pages. |
|
Definition
1)Pages must not violate vendors' license agreements.
2)Each page must display required warning notices and banners.
3)All top-level pages must contain the Web page maintainer's organization, office symbol, commercial telephone number, DSN, phone number, organizational e-mail address.
4)Must meet the minimum requirements. |
|
|
Term
| Who is the final approval authority for the Internet release packet? |
|
Definition
|
|
Term
| What does "information" include? |
|
Definition
| Any statement or reception of knowledge such as facts, data, or opinions, including numerical, graphic, or narrative forms, whether oral or maintained in nay media, including computerized data bases, paper, microform, or magnetic tape. |
|
|
Term
| What is the primary purpose of managing information effectively and efficiently? |
|
Definition
| To enhance the Air Force mission. |
|
|
Term
| What are the five ways we manage information in support of information resources management? |
|
Definition
1)Security
2)Privacy
3)Freedom of information
4)Paperwork reduction
5)Records perseveration |
|
|
Term
| What are the stages of life cycle management? |
|
Definition
1)Creation/collection
2)Processing.
3)Dissemination
4)Use
5)Storage
6)Disposition |
|
|
Term
| How is communication defined? |
|
Definition
| The process of sharing ideas, information and messages with others. |
|
|
Term
| What are the three parts of communication? |
|
Definition
1)Sender
2)Message
3)Receiver |
|
|
Term
| What is the objective of the electronic communication program? |
|
Definition
| To create clear, efficient, and effective communications. |
|
|
Term
| How should you write to identify who is responsible for what actions? |
|
Definition
|
|
Term
| What should the average sentence length be? |
|
Definition
|
|
Term
| What type of memorandum is used if you circle, underline, or, highlight the organization of office symbol of each recipient on the copy you give to them? |
|
Definition
| Multiple-address memorandum. |
|
|
Term
| Where do the words “IN TURN” got typed on an IN TURN memorandum? |
|
Definition
| Type “IN TURN” in uppercase, one line below the last address of the MEMORANDUM FOR element aligned with the addresses. |
|
|
Term
| What are the three types of formats for form memorandums? |
|
Definition
1)Prewritten
2)Fill-in
3)Optional Statement |
|
|
Term
| What do indorsements add? |
|
Definition
| Comments directly on the original memorandum, message, or previous indorsement. |
|
|
Term
| What are the two types of indorsements? |
|
Definition
1)Same-page
2)Separate-page |
|
|
Term
| What would you do if the indorsement does not fit and must be typed on blank pieces of bond paper? |
|
Definition
| Use the separate page indorsement format. |
|
|
Term
| What type of letter is used when warmth or sincerity is essential? |
|
Definition
|
|
Term
| What are the three types of memorandums for record? |
|
Definition
1)Separate page
2)Explanatory
3)Brief |
|
|
Term
| What is a staff summery sheet used for? |
|
Definition
| To summarize staff work, to request action or to forward information. |
|
|
Term
| What type of paper used fragments to present key points, positions, and facts in a brief, orderly fashion when the user has knowledge of the subject? |
|
Definition
|
|
Term
| What type of paper is used to advocate or convince the reader on an argument or positions? |
|
Definition
|
|
Term
| What are the two classes of Air Force electronic messaging? |
|
Definition
1)Organizational HGS
2)SMTP |
|
|
Term
| What class uses Fortezza cards to sign and encrypt organizational messages to ensure messages integrity, non-reproduction, and accountability? |
|
Definition
|
|
Term
| What takes advantage of DOD’s robust and trusted PKI? |
|
Definition
| A signed and encrypted e-mail |
|
|
Term
| Who is responsible for ensuring the record e-mails are properly files for access and retrieval? |
|
Definition
|
|
Term
| What is replacing or supplementing formal Air Force formats for communication? |
|
Definition
|
|
Term
| What can easily be mistaken for angry defiance when you use capital letters, exclamation points and strong adjectives and adverbs? |
|
Definition
|
|
Term
| What is the most common mistake before sending e-mail? |
|
Definition
|
|
Term
| What backup method stores your old items that are important but rarely used? |
|
Definition
|
|
Term
| What are the two ways you can archive? |
|
Definition
1)Automatically
2)Manually |
|
|
Term
| What are the steps to archive manually? |
|
Definition
1)On the file menu, click Archive, and then select whether you would like to Archive all folders according to their AutoArchive setting to Archive this folder and all subfolders : if select the latter of the two (selected by default) click the folder you want to Archive.
2)Archive items older than: Chose a date
3)Arcgive file: if you want to set another destination for the archive items, you can brouse ans set a different location
4)click OK |
|
|
Term
| What is considered official mail? |
|
Definition
| Official US government business |
|
|
Term
| What is the term referring to the total system that collects, processes, and delivers communications? |
|
Definition
|
|
Term
| Who is responsible for the establishing a BITS to provide on-base distribution of communications? |
|
Definition
|
|
Term
| Who acts as the bridge between the action office and the OMC? |
|
Definition
|
|
Term
| What office uses and/or responds to official communications? |
|
Definition
|
|
Term
| What is done with undeliverable mail containing the endorsement “DO NOT FRAWARD” at the end of the workday? |
|
Definition
| Must be stored in a classified storage container |
|
|
Term
| If you are suspicious of a mailing and you are unable to verify the contents with the addressee or sender what should you do? |
|
Definition
1)You should protect yourself, your office, and your mail room
2)Stop. Do not open or handle the article
3)Isolate the article and evacuate the immediate area
4)Do not put the article in water or a confined space such as a desk drawer or a filing cabinet
5)If possible, open windows in the immediate area to assisting venting potentially explosive gases. If a situation turns out to be a fake bomb scare, postal personnel will not be held liable for the package
6)Do not take any chances or worry about possible embarrassment if the item turns out to be innocent. If there is any reason to believe a letter or parcel is dangerous, contact the local military law enforcement officials for assistance.
7)Post the USPS Poster 84, “Suspicious Mail or Package” in work area |
|
|
Term
| Name five ways to identify a suspicious package |
|
Definition
1)Return address
2) Restrictive markings
3)Sealed with tape
4)Misspelled words or badly typed or written
5) Unknown power or suspicious substance
6)Possibly mailed form a foreign country or excessive postage?
7)Oily stains, discolorations, crystallization or waxpaper
8)Strange Odor
9)incorrect title or address to title only
10)Rigid or bulky
11)Lopsided or uneven
12)Protruding wires |
|
|
Term
| The most secure service the USPS system offers |
|
Definition
|
|
Term
| Conformation of delivery including date, time, and location, and you can request to have letters mailed to you with a copy of the recipient’s signature |
|
Definition
|
|
Term
| Mail sealed against inspections |
|
Definition
|
|
Term
| Provides a receipt to the sender and a record of delivery |
|
Definition
|
|
Term
| Fastest service offered by the USPS |
|
Definition
|
|
Term
| What type of mail class cannot be used to send personal correspondence? |
|
Definition
|
|
Term
| Who acts as the agent for all official on-base activities? |
|
Definition
|
|
Term
| What is considered as “accountable mail”? |
|
Definition
| Communications for which accountability must be maintained |
|
|
Term
| What does the Air Force use to help control the communications while in Air Force channels? |
|
Definition
|
|
Term
| What is the best choice for ensuring accountable mail containers remain in a controlled environment? |
|
Definition
|
|
Term
| When do you receive an accountable mail container form the activity distribution office or the OMC, what should you do? |
|
Definition
| Compare the container number with the number listed on the container receipt to make sure you’re signing for the correct package. |
|
|
Term
| When a response is not received on a receipt for classified information, within what time frame is a tracer action done? |
|
Definition
| Tracer action is initiated 30 days for the material sent within the continental United States or 45 days for material sent outside the continental United States. |
|
|
Term
| Refers to information or material of which unauthorized disclosure could possibly be expected to cause serious damage to national security |
|
Definition
|
|
Term
| Refers to information or material if which unauthorized disclosure could reasonably be expected to cause exceptionally grave damage to national security |
|
Definition
|
|
Term
| Refers to information or material of which unauthorized disclosure could reasonably be expected to cause damage to national security |
|
Definition
|
|
Term
| What are the two classification decisions? |
|
Definition
|
|
Term
| Who may originally classify documents? |
|
Definition
| Only the individuals occupying positions specifically authorized in writing may classify documents originally |
|
|
Term
| What is an original classification? |
|
Definition
| Initial decision that an item needs to be classified |
|
|
Term
| Under what circumstances is information derivatively classified? |
|
Definition
| When it is extracted, paraphrased, restated, or generated in a new form |
|
|
Term
| What will a security investigation identify? |
|
Definition
| Appropriate corrective actions are immediately implemented to prevent future security incidents. |
|
|
Term
| Define a “security violation”. |
|
Definition
| Any knowing, willful, or neglect action that could reasonably be expected to result in an unauthorized disclosure of classified information. |
|
|
Term
|
Definition
| When unauthorized individuals have had access to the classified information. |
|
|
Term
| What should you do if you find classified material out of proper control? |
|
Definition
| Take custody of and safeguard the material, if possible, and immediately report it to their commander, or equivalent, supervisor or security manager. |
|
|
Term
| What is required for a person to receive classified information? |
|
Definition
| The need-to-know , proper security clearance, and a signed nondisclosure agreement |
|
|
Term
| How can you determine an individual’s “need to know” for classified information? |
|
Definition
| Joint Personal Adjudication System, conformation from security manager, and clearance level on orders. |
|
|
Term
| Who is responsible for determining an individual’s “need-to know“ for classified information? |
|
Definition
| The authorized processor of the classified information |
|
|
Term
| Who is responsible for ensuring individuals who need access to classified information sign the SF312? |
|
Definition
| The unit commander or staff agency chiefs |
|
|
Term
| Which classification(s) of information may be transmitted through BITS? |
|
Definition
|
|
Term
| Which method is used when transmitting Top Secret material to an installation services by diplomatic pouch? |
|
Definition
| The Department of State Diplomatic Courier Service |
|
|
Term
| When classified material is transmitted from one place to another, how should it be contained? |
|
Definition
| It shall be enclosed in two opaque, sealed envelopes, wrappings, or containers, durable enough to properly protect the material form accidental exposure and facilitate detection of tampering. |
|
|
Term
| When is it not required to use an outer container for Secret, Confidential or Unclassified information? |
|
Definition
| When entering Secret and below material onto the OMC |
|
|
Term
| To whom is classified material addressed? |
|
Definition
| An official government activity and not to a person |
|
|
Term
| What is included on the inner container of a classified package? |
|
Definition
| The complete mailing address of the sending and receiving activities, security classifications markings, and any special instructions. |
|
|
Term
| What plays a vital role in managing and operating Air Force activities? |
|
Definition
|
|
Term
| Whose rights must be protected through the proper implementation of the records management program? |
|
Definition
| Protects the rights of the US government and of the persons directly affected by Air Force actions. |
|
|
Term
|
Definition
| Those that can be altered and have not been signed or officially released. |
|
|
Term
|
Definition
| Those that have been signed, officially released, and cannot be altered. |
|
|
Term
| How must Air Force units at all levels manage records? |
|
Definition
| Symmetrically to make sure they are complete, accurate, trustworthy, and easily accessible. |
|
|
Term
| Stocks of publications – records? |
|
Definition
|
|
Term
| Electronic versions of maps – records? |
|
Definition
|
|
Term
| Library material acquired for reference purposes – records? |
|
Definition
|
|
Term
| Photographs received by an agency of the United States government – records? |
|
Definition
|
|
Term
| What records relate solely to an individual’s private affair? |
|
Definition
|
|
Term
| Who’s duty – Manages the bas staging area. |
|
Definition
|
|
Term
| Who’s duty – Ensures offices of records receive a staff assistance visit at least every 24 months. |
|
Definition
|
|
Term
| Who’s duty – Ensures records custodian attend record management training. |
|
Definition
|
|
Term
| Who’s duty – Maintains the office files plan and accountability for active and inactive records. |
|
Definition
|
|
Term
| Who’s duty – Ensure all personnel who create, maintain, and dispose of records, attend records management training. |
|
Definition
|
|
Term
| Trains all personnel within three months of assignment, whose duties include filing, maintaining, and disposing of records. |
|
Definition
|
|
Term
| The BRM ensures offices of records receives a SAV how often? |
|
Definition
| RM ensures offices of records receive a staff assistance visit (SAV) at least every 24 months. |
|
|
Term
| What is a staging area used for? |
|
Definition
| For temporary storage of records pending destruction or transfer to a federal records center. |
|
|
Term
| How should you save e-mails? |
|
Definition
| Save e-mails in message format to keep all attachments intact and to store files in their native format. |
|
|
Term
| What contribution to the need for an ERM solutions? |
|
Definition
| E-mail revolutionized the flow communications and significantly contributed to the need for an ERM solution. |
|
|
Term
| Who will work together to create an effective, base-wide e-record file structure? |
|
Definition
| BRM’s, NCC staff, and CSA’s. |
|
|
Term
| What happens to a document after it is signed by an authorized authority? |
|
Definition
| The document becomes a record and must be transferred to the shared drive designated for the records to ensure proper lifecycle management. |
|
|
Term
| Who must monitor the e-file box and assist and or file the records in the box? |
|
Definition
|
|
Term
| Why do we want to fill out the summery information on documents we create? |
|
Definition
| Final records will be easier to manage and retrieve |
|
|
Term
| How does AFRIMS ensure standardization and accuracy of every record series? |
|
Definition
| By ensuring offices Air Force-wide uses the same disposition instruction for records. |
|
|
Term
| What does AFRIMS specifically responsible for automating? |
|
Definition
| Preparation and maintenance of the files maintenance and disposition plans, and files disposition control label. |
|
|
Term
| What does AFRIMS provide form and RDS? |
|
Definition
| An online database of tables and rules. |
|
|
Term
| What labels does AFRIMS print? |
|
Definition
| Subdivisions, file disposition control, and file folder labels. |
|
|
Term
| What type of material is never entered into AFRIMS? |
|
Definition
| Sensitive, classified, or PA material. |
|
|
Term
| What is the decision logic table? |
|
Definition
| 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. |
|
|
Term
| What are the first and second numbers of the decision logic tables associated with? |
|
Definition
| The first number is the publication series and the second number is assigned for control purposes only. |
|
|
Term
| What programs generates the file disposition control labels? |
|
Definition
|
|
Term
| How many tables and rules can be applied to each record series? |
|
Definition
|
|
Term
| What are the requirements for placing disposition control labels on a guide card? |
|
Definition
| Usually affixed to the first (left) top position of the guide card, the main things is to be consistent throughout your files. |
|
|
Term
| What purpose does the disposition guide card serve? |
|
Definition
| Serves to identify the record filed behind it and to provide cutoff and deposition instructions for the record. |
|
|
Term
| Where do you place the disposition control label on records located away from the file drawer? |
|
Definition
| Place the dispositions control label either on each container or on the cars or sheet of paper in the container or binder, where it is obvious. |
|
|
Term
| Where do you place the disposition control label when a series is filed in more than one container? |
|
Definition
| Place it on the first container or on each container. |
|
|
Term
| What purpose do folders serve? |
|
Definition
| To group related paper records together. |
|
|
Term
| What should be done with folders when they become too bulky for use? |
|
Definition
| 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 folders. |
|
|
Term
| What is shown on the folder label? |
|
Definition
| Shows the item number, series title, and the office of record. |
|
|
Term
| What is added to the file folder label when there is a retention period of one year or longer? |
|
Definition
| The year (calendar or fiscal) |
|
|
Term
| What is done when files expand to more than one drawer? |
|
Definition
| Review the file plan to determine the inclusive series number to be placed on the drawer labels. |
|
|
Term
| What is the first step in filing a document? |
|
Definition
| Assemble documents for filing in the same manner as required fir their creation, dispatch, and use with the last action on top. |
|
|
Term
| What should you do prior to filing a document if an attachment is missing? |
|
Definition
| 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 of where filed, if included in another series. |
|
|
Term
| What items do you remove form a document prior to filing? |
|
Definition
| Remove all mail control forms and receipts, memos, and routing or coordination slips, except those containing remarks of significant record value. |
|
|
Term
| How is a record marked for filing? |
|
Definition
| Mark the record for filing by using the word “file” and the proper official’s initials. Mark for the 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. |
|
|
Term
| What is the primary purpose for maintaining records? |
|
Definition
| To ensure we can give needed information to decision makers whenever and wherever it is needed. |
|
|
Term
| What is the first item in a file plan? |
|
Definition
|
|
Term
| What form do you use for cross-reference? |
|
Definition
| DD Form 2491, Cross-Reference |
|
|
Term
| What can you use if the official cross-referencing form is not available? |
|
Definition
| Make copies of the record and file each copy in the applicable series. |
|
|
Term
| What does cross-referencing provide? |
|
Definition
| Provide more reliable files service as long as excessive cross-referencing is avoided. |
|
|
Term
|
Definition
| Because they contain needed information. |
|
|
Term
| Why are filling systems developed? |
|
Definition
| So information can be retrieved promptly and efficiently. |
|
|
Term
| Where is the AF Form 614 filed? |
|
Definition
| Put on place of the removed record or folder. |
|
|
Term
|
Definition
| A comprehensive term that includes the destruction, salvage, donation, or transfer to staging area or records center; transfer from on organization to another. |
|
|
Term
| What are the two categorized areas of disposition? |
|
Definition
|
|
Term
| What key roles does the records disposition program play in the management of Ai Force records? |
|
Definition
| Economic and efficient management of Air Force records. |
|
|
Term
| What does the records disposition program consist of? |
|
Definition
| Scheduling all records for retention or periodic destruction, 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 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. |
|
|
Term
| What are three objectives of the records disposition program? |
|
Definition
1)retire long-term (10 years or older) paper records to authorized federal record canters. 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. |
|
|
Term
| What is the length of time the Air Force keeps records? |
|
Definition
|
|
Term
| What retention period do records have that are not authorized for a specific disposition? |
|
Definition
|
|
Term
| What does enduring value mean? |
|
Definition
| The document will remain in existence indefinitely. |
|
|
Term
| Define a temporary record. |
|
Definition
| Any record identified by the Archivist of the United States to have insufficient value to warrant preservation by the National Archives. |
|
|
Term
| How do you destroy magnetic tapes or other magnetic medium? |
|
Definition
|
|
Term
| What should you do with records when a unit is redesigned or reorganized and there is no change on function or mission? |
|
Definition
| Files are continued and cut off the same way and at the same time as if no change of status has occurred. |
|
|
Term
| 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? |
|
Definition
| In hostel or potentially hostel areas. |
|
|
Term
| When can you dispose of records without regard to the table and rules? |
|
Definition
| The records are a menace to health, life, or property; a state of war or threatened war or hostel action occurs and the unit is located outside 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 preservations. |
|
|
Term
| What does the vital records program ensure? |
|
Definition
| Continuity of government during national emergencies. |
|
|
Term
| What are the two traditional types of vital records? |
|
Definition
1)Emergency-operating records.
2)Records to protect rights. |
|
|
Term
|
Definition
| A situation or an occurrence of a serious nature, developing suddenly and unexpectedly, and demanding immediate action. |
|
|
Term
|
Definition
| An unexpected occurrence inflicting widespread destruction and distress and having long term adverse affect on agency operations. |
|
|
Term
| Given the importance of vital records, how should agencies arrange for offsite storage? |
|
Definition
| Agencies should arrange a facility not subject to the same emergency or disaster but still reasonably accessible to agency staff. |
|
|
Term
| How do records custodians accomplish the end-of-year closeout? |
|
Definition
| By transferring physical records to the inactive files area or to the staging area. |
|
|
Term
|
Definition
| A term used for separating active from inactive records. |
|
|
Term
| How often should the records custodian review the files plan? |
|
Definition
|
|
Term
| What determines the cutoff for active records? |
|
Definition
|
|
Term
| What are the three cutoff periods? |
|
Definition
|
|
Term
| How is the cutoff identified when it does not contain a month or year? |
|
Definition
|
|
Term
| What form is used as a packing list for transferred or retired records? |
|
Definition
|
|
Term
| When is a spate SF 135 prepared? |
|
Definition
| 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, CONFENDITIAL, and TOP SECRET records, regardless of volume, when records are placed in a staging area. |
|
|
Term
| What minimum items should be included on deployed unit file plans? |
|
Definition
| 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 the RDS. |
|
|
Term
| What record management device did the DOD provide on 15 Aug 2003? |
|
Definition
| That records on combat operations in Iraq and those of all major developments are of historical value and must be preserved for future studies and analyses. |
|
|
Term
| Who is the Air Force working with to establish archiving capabilities? |
|
Definition
| 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. |
|
|
Term
| Who manages the staging area for the base? |
|
Definition
|
|
Term
| What type of records do these facilities maintain? |
|
Definition
| These facilities keep and dispose of records retention period of less than 9 years to eliminate the expense of transporting records to the FRCs. |
|
|
Term
| What types of records are not kept in the staging area? |
|
Definition
|
|
Term
| Who must approve a waiver to grant small volumes of 2 to 8 year retention records to be kept in the current files area? |
|
Definition
|
|
Term
| What are some of the criteria to that must be met for selecting a staging area? |
|
Definition
| Weather, lighting, heat/air, precaution against insects and rodents, security, and space. |
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Term
| What does an OPR use an Air Force Form 525, Records Disposition Recommendation for? |
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Definition
| To recommend a change, addition, or deletion to the record disposition schedule. |
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Term
| What must you do if the disposition of the record cannot be determined in advance of the implementation of a directive because of unknown user and reference needs for the record? |
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Definition
| The OPR simply recommends a proposed disposition standard and submits the AF Form 525 with a qualifying statement. |
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Term
| What is the minimum length of time an Air Force Form 252 stays in suspense with the records manager of a disposition cannot be determined? |
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Definition
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Term
| What is the Federal Register? |
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Definition
| 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. |
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Term
| What are some of the responsibilities of the AFFRLO? |
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Definition
1)Act has the single point of contact with the Office of the Federal Register.
2)Provide advise/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. |
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Term
| What information does the public have a right to? |
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Definition
| Information concerning the activities of its government. |
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Term
| A record requested by a number of the public who follows rules established by proper authority will not be withheld in whole or in part unless what? |
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Definition
| The records are exempt from mandatory partial or total disclosure under the FOIA. |
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Term
| How does the Air Force conduct its activities? |
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Definition
| In an open manner consistent with the need for security and adherence to the requirements of laws and regulations. |
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Term
| Who obtains recommendations from the OPR for records? |
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Definition
|
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Term
| Who provides training for the FOIA program? |
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Definition
|
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Term
| Who finds and provides the requested records? |
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Definition
|
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Term
| When is a FOIA request considered received? |
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Definition
| When the office responsible for processing the request physically receives it. |
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Term
|
Definition
| When the cost is $15.00 or less. |
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Term
| Within how many working days must a final response determination be made? |
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Definition
|
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Term
| What can requesters do if they are dissatisfied with the results of a FOIA request? |
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Definition
|
|
Term
| What are the two types of FOIA request? |
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Definition
|
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Term
| What type of request is processed quickly and in small volumes? |
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Definition
|
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Term
| Who does a requester submit a appeal to? |
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Definition
| Secretary of the Air Force. |
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Term
| What report is mandated by the statute, reported on a fiscal basis, and submitted to the Attorney General? |
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Definition
| Annual Freedom of Information Act Report. |
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Term
| Who is responsible for reporting information on the annual FOIA report? |
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Definition
|
|
Term
| What does the Privacy Act of 1974 do for individuals? |
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Definition
| Protect individuals from unwarranted invasion of their personal privacy. |
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Term
| What is a system of records? |
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Definition
| 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, social security number, patient identification number, and so forth, through a cross-reference system. |
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Term
| Where must the Air Force publish a description of its records systems covered by the PA? |
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Definition
|
|
Term
| Who is responsible to manage and safeguard the system? |
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Definition
|
|
Term
| Who is the focal point in their functional area for general PA questions and correspondence? |
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Definition
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Term
| Does a requester need to state the act when requesting records that are contained in a system of records? |
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Definition
|
|
Term
| How many workdays, if possible, should you give a copy of the requested records to the requestor? |
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Definition
|
|
Term
| What may a system manager ask if a third party is present during a record review? |
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Definition
|
|
Term
| When can you release information to a third party? |
|
Definition
| When the subject agrees orally or in writing. |
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Term
| What is the fine for maintaining PA record systems that has not been published in the Federal Register or for making an unauthorized disclosure? |
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Definition
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Term
| What are some examples of nonreleasable information? |
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Definition
1)Marital status.
2)Number, name, and sex of dependents.
3)Civilian educational degrees and major areas of study.
4)School and year of graduation.
5)Home of record.
6)Home address and phone number.
7)Age and date of birth.
8)Present or future assignments overseas.
9)Office and unit address and duty phone for overseas.
10)Race/ethnic origin.
11)SSN |
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Term
| How many days does a system manager have to process access denials? |
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Definition
| 5 workdays after you receive the request for access. |
|
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Term
| How is PA information protected? |
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Definition
| According to its sensitivity. |
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|
Term
| What must the system manager verify to avoid unauthorized disclosure of PA information? |
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Definition
| The identify of all requesters unless the record sought is a available to anyone under the FOIA. |
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Term
| How are records containing personal data disposed of? |
|
Definition
| In a manner that prevents inadvertent compromise. |
|
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Term
| What are the four headings for a PA statement? |
|
Definition
1)Authority.
2)Purpose.
3)Routine uses.
4)Disclosure. |
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Term
| What is displayed when an information system contains PA information? |
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Definition
| Warning banners will be displayed on the first screen to assist in safeguard the information. |
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Term
| For official use only information is a designation that applies to what type of information? |
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Definition
| Information that has not been given a security classification pursuant to the criteria of an Executive Order, but which may be withheld from the public because disclosure would cause a foreseeable harm to an interest protected by one or more FOIA exemptions. |
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Term
| What criteria must FOUO information meet under the FOIA? |
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Definition
|
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Term
| How is an individual paragraph in a classified document marked as For Official Use Only? |
|
Definition
| By placing “(FOUO)” at the beginning of the paragraph. |
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Term
| What must be done if FOUO information is transmitted to authorized persons outside the DOD? |
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Definition
| Expanded marking to explain the significance of the FOUO markings must be used. |
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Term
| How is “For Official Use Only” information protected during duty hours? |
|
Definition
| Keep in an out-of-sight location. |
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Term
| How is “For Official Use Only” information protected during nonduty hours? |
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Definition
| 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. |
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Term
| What is done with “For Official Use Only” when protection from public disclosure is no longer needed? |
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Definition
| Remove the markings, and tell everyone who has the records that the status has changed. |
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Term
| How is “For Official Use Only” information disposed? |
|
Definition
| By tearing each copy into pieces ( to prevent reconstruction) and placing them in regular trash containers. |
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Term
| Can “For Official Use Only” information be recycled? |
|
Definition
|
|
Term
| What is one objective of the publications and forms management program? |
|
Definition
| To ensure publications and forms are complete, accurate, current, and accessible to Air Force users. |
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Term
| Who is authorized to serve as the POC for publications and forms where the Air Force serves as the lead service? |
|
Definition
| Only civilian employees or military members of the Air Force. |
|
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Term
| Who ensures that OPRs follow guidance on creating, maintaining, and disposing of reports according to AFIs? |
|
Definition
| Air Force Network Integration Center. |
|
|
Term
| Who is solely responsible for the accuracy, currency, and integrity of the contents and for compliance with their publications and forms? |
|
Definition
|
|
Term
| Who at a minimum needs to be one organizational level above the OPR? |
|
Definition
|
|
Term
| What are approving officials? |
|
Definition
| Approving officials are senior leaders responsible for policies and guidance/procedures pertaining to their functional areas. |
|
|
Term
| What are the two types of Air Force publications? |
|
Definition
1)Directive.
2)Non-directive. |
|
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Term
| All publications in the directive publications category must carry what statement in the publication header? |
|
Definition
| “COMPLIANCE WITH THIS PUBLICATION IS MANDATORY.” |
|
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Term
| What are some directive publications? |
|
Definition
1)Policy directives.
2)Policy memorandums.
3)Mission directives.
4)Instructions.
5)Guidance memorandums.
6)Manuals.
7)Interservice publications.
8)Supplements.
9)Installation publications. |
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Term
| 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 AFPMs? |
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Definition
|
|
Term
| What are publications that extent or add material to publications issued by higher headquarters or agencies? |
|
Definition
|
|
Term
| Air Force personnel use nondirective publications in what manner? |
|
Definition
| They use these publications as reference aids, “how-to” guides, or as sources of official information. |
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|
Term
| What are the two types of visual aids and how are they used? |
|
Definition
1)Permanent is used to explain or instruct.
2)Temporary is to inform or motivate, such as a porter promoting safe driving. |
|
|
Term
| Describe a departmental form. |
|
Definition
| 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. |
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|
Term
| What is important to remember if you download publications to your computer? |
|
Definition
| To periodically check the e-publishing site for changes to publications. |
|
|
Term
| What is the single source for accessing, viewing, downloading, ordering, and printing electronic products? |
|
Definition
| Electronic publishing (e-publishing). |
|
|
Term
| What are the sections in Part I of the product announcement? |
|
Definition
1)Section A – publications released.
2)Section B - rescinded publications.
3)Section C – publications not yet available.
4)Section D – general information. |
|
|
Term
| What is the subscription service? |
|
Definition
| It is a way to be notified by e-mail anytime there is a change to a publication or a series number. |
|
|
Term
| Why is the Rehabilitation Act important in publications? |
|
Definition
| E-publishing site must comply with Section 508 of the Rehabilitation Act for all online products. It requires that when federal agencies develop, procure, maintain, or use electronic and information technology, federal employees and the general public with disabilities have access to and use of information that is comparable to access to and use of information by people without disabilities. |
|
|
Term
| Why is a releasability statement added? |
|
Definition
| To specify any limitations on distribution. |
|
|
Term
| How many interim changes can be issued to an Air Force departmental publication? |
|
Definition
| 1 to 5, after the fifth change, the publication must be rewritten. |
|
|
Term
| What are the two types of changes? |
|
Definition
1)Interim.
2)Administrative. |
|
|
Term
| On administrative changes, why is there no coordination required? |
|
Definition
| Because these types of change are non-substantive. |
|
|
Term
| What is the fine for maintaining a records system that has not been published in the Federal Register? |
|
Definition
|
|
Term
| What is the Federal Register? |
|
Definition
| Official daily publication for rules, proposed rules, and notices. |
|
|
Term
| What is an official system of records? |
|
Definition
| Authorized by law or Executive Order, needed to carry out an Air Force mission or function, and published in the Federal Register. |
|
|
Term
| What should you check prior to releasing personal information to third parties? |
|
Definition
| Make sure it is authorized under the PA, consider the consequences, and check the accuracy of the information. |
|
|
Term
| When can you ask a third party for personal information? |
|
Definition
| When you must verify information, want opinions or evaluations, when you can’t contact the subject, or the subject ask you. |
|
|
Term
| What are the two ways a PA statement may be given? |
|
Definition
|
|
Term
|
Definition
| Authority, purpose, routine uses, and disclosure---FOUO. |
|
|
Term
| How are tapes and magnetic medium destroyed? |
|
Definition
|
|
Term
| What is the purpose of the information collection and reports management program? |
|
Definition
| To reduce costly, ineffective, and redundant information collection and reporting requirements. |
|
|
Term
| What is the basic policy for information collection reports? |
|
Definition
| Ensure sufficient information is available to achieve military effectiveness and management efficiency. |
|
|
Term
| What type of information collection requires a control symbol? |
|
Definition
| Status, summary, or statistical information that is complied and transmitted from one organizational component to another. |
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