Term
| is the total system that collects, processes, and delivers communications and containers between organizations on an Air Force installation, and receives and dispatches mail from servicing post office and delivery companies. |
|
Definition
| base information transfer system (BITS) |
|
|
Term
| is the facility (building), under the control of the Chief, Plans and Resources Flight. processes parcels and communications. |
|
Definition
| The official mail center (OMC) |
|
|
Term
is the office designated as the exchange point between the
OMC and action offices within the organization. Also acts as the bridge between the action office and the OMC. It’s where all the mail for an organization is delivered and picked up. |
|
Definition
| Activity distribution office (ADO) |
|
|
Term
| uses or responds to a communication is the. Basically this is the person receiving a piece of mail. It is the beginning and ending point for official communications. |
|
Definition
|
|
Term
| Suspicious mail procedures |
|
Definition
§ Stop. Do not open or handle the article.
§ Isolate the article and evacuate the immediate area.
§ Do not put the article in water or a confined space such as a desk drawer or a filing cabinet.
§ If possible, open windows in the immediate area to assist in 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.
§ 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.
§ Post the United States Postal Service (USPS) Poster 84, “Suspicious Mail or Package” in the work area. |
|
|
Term
| Identifying suspicious mail or packages |
|
Definition
§ Return address.
§ Restrictive markings.
§ Sealed with tape.
§ Misspelled words or badly typed or written.
§ Unknown powder or suspicious substance.
§ Possibly mailed from a foreign country or excessive postage?
§ Oily stains, discolorations, crystallization or wrapper.
§ Strange odor.
§ Incorrect title or addressed to title only.
§ Rigid or Bulky.
§ Lopsided or uneven.
§ Protruding wires. |
|
|
Term
| Postcards, letters, and large envelopes can be sent using first-class mail. First-class is a class of mail sealed against inspection. The weight limit for first-class mail is 13 ounces |
|
Definition
|
|
Term
| delivers documents and packages in an average of two to three days. It is for any destination and any weight up to a 70 pound maximum when you use either flat rate envelopes or flat rate boxes. It is delivered to every address in the United States, including P. O. Boxes and military addresses. |
|
Definition
|
|
Term
| the fastest service and most expensive mail service offered by the USPS. They guarantee next-day and second-day delivery nationwide. Only used in the AF for special circumstances |
|
Definition
|
|
Term
| The USPS reserves the use of this class for authorized publishers and registered news agents |
|
Definition
|
|
Term
| offers a lower price on postage for the work you perform. Standard mail requires a minimum of 200 pieces or 50 pounds per mailing. Each mail piece must weigh less than 15 ounces. It cannot be used for sending personal correspondence—handwritten or typewritten letters. |
|
Definition
|
|
Term
| the most secure service the USPS system offers. It provides a continuous chain of receipts from the moment the USPS accepts the memorandum or package to its final delivery. This service has the lowest loss rate. Register official mail for the security of, not the value of, the contents. |
|
Definition
|
|
Term
| you can be sure your article arrived at its destination with access to online delivery information. When you use this form of mail, you receive a receipt stamped with the date of mailing. As an additional security feature, the recipient’s signature is obtained at the time of delivery and a record is maintained by the post office. Use this type of mail only with the US domestic and military postal system and only when law, DOD, or Air Force policy requires it. |
|
Definition
|
|
Term
| a receipt that provides evidence of the date your mail was presented to the postal service for mailing. It can only be purchased at the time of mailing. And don’t lose it! It’s the only official record available. |
|
Definition
|
|
Term
| you can get confirmation of delivery including date, time, and location, and you can request to have a letter faxed or mailed to you with a copy of the recipient’s signature. This gives you an added level of security by requiring a signature from the person who accepts your package. |
|
Definition
|
|
Term
| Insure your package only for what its contents are worth; you’re only covered for the actual value at the time and place of mailing. |
|
Definition
|
|
Term
| when sending unclassified communications to another unit on the same base (intrabase). The difference between the the two is the size. You just cross out the previous addressee and use the next available block for entering the new addressee’s organization and office symbol. |
|
Definition
| Government messenger envelope (OF 65–B or –C) |
|
|
Term
| is communications for which accountability must be maintained. The term includes classified material and unclassified communications that, because of their nature and sensitivity, must be handled and processed in a controlled environment. |
|
Definition
|
|
Term
| the Air Force uses these numbers to help control the communications while they are in Air Force channels. |
|
Definition
|
|
Term
| made up of the office symbol, the last two digits of the calendar year, and the number of containers starting with 001. |
|
Definition
|
|
Term
| What is considered official mail? |
|
Definition
| mail pertaining to official US government business |
|
|
Term
| What is the term referring to the total system that collects, processes, and delivers communications? |
|
Definition
| base information transfer system (BITS) |
|
|
Term
| Who is responsible for 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
| Activity distribution office (ADO) |
|
|
Term
| What office uses and/or responds to official communications? |
|
Definition
|
|
Term
| What is done with undelivered mail containing the endorsement “DO NOT FORWARD” at the end of the workday? |
|
Definition
| It 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
§ Stop. Do not open or handle the article.
§ Isolate the article and evacuate the immediate area.
§ Do not put the article in water or a confined space such as a desk drawer or a filing cabinet.
§ If possible, open windows in the immediate area to assist in 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.
§ 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.
§ Post the United States Postal Service (USPS) Poster 84, “Suspicious Mail or Package” in the work area. |
|
|
Term
| Name five ways to identify a suspicious package? |
|
Definition
§ Return address.
§ Restrictive markings.
§ Sealed with tape.
§ Misspelled words or badly typed or written.
§ Unknown powder or suspicious substance.
§ Possibly mailed from a foreign country or excessive postage?
§ Oily stains, discolorations, crystallization or wrapper.
§ Strange odor.
§ Incorrect title or addressed to title only.
§ Rigid or Bulky.
§ Lopsided or uneven.
Protruding wires. |
|
|
Term
| What type of mail class can not be used to send personal correspondence? |
|
Definition
|
|
Term
| Who acts as the agent for all official on-base activities? |
|
Definition
| base information transfer system (BITS) |
|
|
Term
| What is considered as “accountable mail?” |
|
Definition
| is 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 you receive an accountable mail container from 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.
§ Inspect the container for evidence of tampering
§ check the contents against the enclosed AF Form 310, Document Receipt and Destruction Certificate, or other authorized receipt form.
§ sign the original AF Form 310 and return it to the sender. If you find a discrepancy, tell the sender immediately and return an annotated, signed copy of the receipt to the sender.
|
|
|
Term
| When a response is not received on a receipt for classified information, within what time frame is a tracer action done? |
|
Definition
30 days within the continental US
45 days international |
|
|
Term
| The Goal of the information security program is |
|
Definition
| to efficiently and effectively protect Air Force information by delegating authority to the lowest levels possible, encouraging and advocating use of risk management principles, focusing on identifying and protecting only the information requiring protection, integrating security procedures into our business processes so they become transparent, and ensuring everyone understands their security roles and responsibilities. |
|
|
Term
| Refers to information or material of 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 serious 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
| is the initial decision that an item of information could be expected to cause damage to the national security if it is subjected to unauthorized disclosure and that the interests of the national security are best served by applying the safeguards of the information security program to protect it. |
|
Definition
|
|
Term
| is the act of incorporating, paraphrasing, restating, or generating in new form information that is already classified and marking the newly developed material consistent with the markings of the source information. |
|
Definition
| Derivative Classification |
|
|
Term
| Any knowing, willful, or negligent action that could reasonably be expected to result in an unauthorized disclosure of classified information. |
|
Definition
|
|
Term
| Any knowing, willful, or negligent action contrary to the requirements of Executive Order 12958 that is not a security violation. |
|
Definition
|
|
Term
| occurs when unauthorized individuals have had access to the classified information. |
|
Definition
|
|
Term
| is when an investigating official concludes that a compromise of classified information has more than likely occurred as a result of a security incident. |
|
Definition
|
|
Term
| Divulge classified information only to people who have |
|
Definition
| a need to know, the proper security clearance, and a signed nondisclosure agreement SF 312. |
|
|
Term
| What are the two classification decisions? |
|
Definition
|
|
Term
| Who may originally classify documents? |
|
Definition
| Secretary of the Air Force and positions specifically authorized in writing |
|
|
Term
| What is an original classification? |
|
Definition
is the initial decision that an item of information could be expected to cause damage to the national security if it is subjected to unauthorized disclosure and that the interests of the national security are best served by applying the safeguards of the information security program to protect it. |
|
|
Term
| Under what circumstances is information derivatively classified? |
|
Definition
When incorporating, paraphrasing, restating, or generating in new form information that is already classified and marking the newly developed material consistent with the markings of the source information |
|
|
Term
| What will a security investigation identify? |
|
Definition
| The investigation will identify appropriate corrective actions that will be immediately implemented to prevent future security incidents. |
|
|
Term
| Define a “security violation.” |
|
Definition
Any knowing, willful, or negligent 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
immediately take custody of and safeguard the material, if possible, and immediately report it to their commander or equivalent, supervisor, or security manager who will in-turn report the incident to the servicing information security program manager. |
|
|
Term
| What is required for a person to receive classified information? |
|
Definition
have a need to know, the proper security clearance, and a signed nondisclosure agreement SF 312. |
|
|
Term
| How can you determine a person’s security clearance? |
|
Definition
Joint Personnel Adjudication System.
Confirmation (written or verbal) from the person’s security manager, supervisor, or commander.
Checking clearance level on temporary duty or permanent change of station orders |
|
|
Term
| Who is responsible for determining an individual’s “need to know” for classified information? |
|
Definition
| The authorized possessor of that classified information |
|
|
Term
| . Who is responsible for ensuring individuals who need access to classified information sign the SF 312? |
|
Definition
| 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 serviced by diplomatic pouch? |
|
Definition
| 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 from 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 to the OMC |
|
|
Term
| To whom is classified material addressed? |
|
Definition
| An official government activity (the office that is to take action on it) and not to a person |
|
|
Term
| What is included on the inner container of a classified package? |
|
Definition
Complete mailing address
Security classification markings
Any applicable special instructions
May have an “attention line” with a person’s name |
|
|
Term
| document official business, serve as the memory of the organization, a record of past events, and are the basis for future actions. |
|
Definition
|
|
Term
| The key to an effective records management program is |
|
Definition
| the integrity of the filing system |
|
|
Term
| Records that can be altered and have not been signed or officially released. |
|
Definition
|
|
Term
| Records that have been signed, officially released and cannot be altered. |
|
Definition
|
|
Term
| made by an agency of the United States government under federal law and provide adequate and proper documentation of the organization, functions, policies, decisions, procedures, operations, or other activities of the government or because of the informational value of data in them |
|
Definition
|
|
Term
| can be created by military members, most specifically Air National Guard (ANG) members in performance of state-funded activities and belong to the state funding the activity. |
|
Definition
|
|
Term
| relate solely to an individual’s private affairs, including papers the individual created before entering government service, private materials the individual brought into, created, or received in the office but are not related to government business and work-related circumstances. |
|
Definition
|
|
Term
| How does AFRIMS ensure standardization and accuracy of every record series? |
|
Definition
| by ensuring offices Air Force-wide use the same disposition instructions for records. |
|
|
Term
| What is AFRIMS specifically responsible for automating? |
|
Definition
| Preparation and maintenance of the files maintenance and disposition plan, and the files disposition control label. |
|
|
Term
| What does AFRIMS provide from the 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 instruction, 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 program 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) tap position of the guide card, the main thing is to be consistent throughout your files. |
|
|
Term
| What purpose does the disposition guide card serve? |
|
Definition
Serves to identify the records filed behind it and to provide cutoff and disposition instructions for the records |
|
|
Term
| Where do you place the disposition control label on records located away from the file drawer? |
|
Definition
| 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. |
|
|
Term
| Where do you place the disposition control label when a series is filed in more than one container? |
|
Definition
| Place 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 file folders |
|
|
Term
| What is shown on the file 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 for their creation, dispatch, and use with the latest 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 or where filed, if included in another series. |
|
|
Term
| What items do you remove from a document prior to filing? |
|
Definition
Remove all mail control forms and receipts, envelopes, and memo routing or coordination slips, except those containing remarks of significant record value |
|
|
Term
| How is a record marked for filing? |
|
Definition
Mark records for file by 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 |
|
|
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 2861, Cross-Reference |
|
|
Term
| What can you use if the official cross-referencing form is not available? |
|
Definition
| Make copies of the records 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 filing systems developed? |
|
Definition
| So information can be retrieved promptly and efficiently |
|
|
Term
| Where is the AF Form 614 filed? |
|
Definition
| Put in 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 one organization to another |
|
|
Term
| What are the two categorized areas of disposition? |
|
Definition
(1) Transfer
(2) Destruction |
|
|
Term
| What key roles does the records disposition program play in the management of Air Force records? |
|
Definition
| Economic and efficient management of Air Force records. |
|
|
Term
| What does the records disposition program consists 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 the three objectives of the records disposition program? |
|
Definition
(1) Retire long-term (10 years old 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. |
|
|
Term
| What is the length of time the Air Force keeps a record? |
|
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 documentation 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 redesignated or reorganized and there is no change in function or mission? |
|
Definition
Files are continued and cut off the same way and at the same time as if no change of status had 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 hostile or potentially hostile 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 hostile 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 preservation |
|
|
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 effects 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 records from inactive records |
|
|
Term
| How often should the records custodian review the file plan? |
|
Definition
|
|
Term
| What determines the cutoff for active records? |
|
Definition
|
|
Term
| What are the three cutoff periods? |
|
Definition
(1) N/A
(2) Monthly
(3) CY/FY |
|
|
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 separate 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, CONFIDENTIAL, 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 advice did the DOD provide on 15 Aug 2003? |
|
Definition
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. |
|
|
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 a base? |
|
Definition
|
|
Term
| What type of records do these facilities maintain? |
|
Definition
| 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 |
|
|
Term
| What types of records are not kept at 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 that must be met for selecting a staging area? |
|
Definition
| Weather, lighting, heat/air, precaution against insects and rodents, security, and space |
|
|
Term
| What does an OPR use an Air Force Form 525, Records Disposition Recommendation, for? |
|
Definition
| To recommend a change, addition, or deletion to the records disposition schedule |
|
|
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? |
|
Definition
The OPR simply recommends a proposed disposition standard and submits the AF Form 525 with a qualifying statement. |
|
|
Term
| What is the minimum length of time an Air Force Form 525 stays in suspense with the records manager if a disposition cannot be determined? |
|
Definition
|
|
Term
| What is the Federal Register? |
|
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 |
|
|
Term
| What are some of the responsibilities of the AFFRLO? |
|
Definition
(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 |
|
|
Term
| When you mail classified material, address containers to the ____ . |
|
Definition
| office that is to take action on it |
|
|
Term
| What two items, used together, enable us to trace a container from sender through the base information transfer system into the US Postal Service, and on to the receiver? |
|
Definition
| Container numbers and DD Form 2825, Internal Receipt |
|
|
Term
| What is not a factor in releasing classified information? |
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Definition
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Term
| Top Secret material should never be sent |
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Definition
| through the base information transfer system |
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Term
| What must you do when you mail materials of different classifications in one package? |
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Definition
| Place all material in a single inner container |
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