Term
| What are the three roles of records? |
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Definition
| They serve as the memory of the organization, a record of past events, and the basis for future actions. (1-1, 1) |
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Term
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Definition
| All books, papers, maps, charts, photographs, machine-readable materials, or other documentary materials, regardless of physical form or characteristics, made or received by any agency of the US government under federal law. (1-1, 2) |
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Term
| Who oversees the Air Force records management program? |
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Definition
| Air Force Director, Communications Operations a.k.a. HQ USAF/ILC (1-1, 3) |
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Term
| What are the responsibilities of the Air Force Records Officer (AFRO)? |
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Definition
| To administer the program, represent the Secretary of the Air Force on records management issues, and oversee the legal requirements of records disposal. |
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Term
| A Command Records Manager (CRM) manages records at what organizational level? |
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Definition
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Term
| What is the role of the Command Records Manager and Agency Records Manager? |
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Definition
| To manage the records program within their command or agency as specified in Federal laws, National Archives and Records Administration (NARA) guidelines, and applicable Air Force 33- and 37- series publications. (1-1, 6) |
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Term
| Field Operating Agency is responsible for appointing who? |
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Definition
| Agency Records Manager (1-1, 6) |
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Term
| What are the three duties of the Base Records Manager (RM)? |
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Definition
| Providing assistance, managing staging area, and training (1-2, 2) |
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Term
| Describe providing assistance in relation to the Base Records Manager's role |
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Definition
| Assists the Functional Area Records Manager (FARM), the Chief of an Office of Records (COR), and Records Custodians (RC) in accordance with the 33-series instructions and guidance published by NARA. (1-2, 3) |
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Term
| Describe managing the staging area in relation to the Base Records Manager's role |
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Definition
| Manages the staging area for temporary storage of records pending destruction or transfer to a federal records center (1-2, 3) |
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Term
| Describe training in relation to the Base Records Manager's role |
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Definition
| Trains all personnel within 3 months of assignment whose duties include filing, maintaining, and disposing of official records. (1-2, 3) |
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Term
| The acronymn FARM is assigned to a person who has what? |
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Definition
| Files supervisory duties in a unit that has several offices of records. (1-2, 4) |
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Term
| What are the three main functions of a FARM? |
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Definition
| Serves as the point of contact, monitors the Records Management program in a unit or functional area, and serves as a liaison with base RM. (1-2, 5) |
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Term
| What are the responsibilities of the Chief of an Office of Record? |
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Definition
| Responsible for all records under office purview (scope or control), physical and legal custody of all records the office creates or receives, appoints a Records Custodian, and ensures Records Custodians attend record management training. (1-2, 6) |
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Term
| What are the roles of the Records Custodian (RC)? |
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Definition
| Maintains, services, and disposes of the office records. Maintains the office file plan and accountability for active and inactive records, ensures eligible records are promtly prepared to retire or transfer. (1-2, 7) |
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Term
| How often should Staff Assistance Visits be conducted? |
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Definition
| At least every 24 months (1-2, 8) |
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Term
| Describe the primary purpose of Staff Assistance Visits |
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Definition
| To ensure that offices are following proper regulations and that RC's can ask for assistance if they are having any issues. (1-2, 8) |
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Term
| What does Electronic Records Management provide? |
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Definition
| It provides a method for ensuring electronic records are available and protected in order to support business operations, as well as meet statutory requirements to provide appropriate access throughout the lifecycle of the record. (1-3, 1) |
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Term
| What are electronic records? |
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Definition
| Data in a form that can be read and processed by a computer and that satifies the legal definitoin of a record. (1-3, 2) |
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Term
| How long must the integrity of electronic records be maintained? |
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Definition
| Throughout the entire lifecycle of the record (1-4, 1) |
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Term
| What must Electronic Filing Systems mirror? |
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Definition
| The current office file plan (1-5, 1) |
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Term
| When saved electronically, records should be in what format? |
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Definition
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Term
| Who will ensure that shared network drives are structured with directories for every unit/organization on the installation? |
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Definition
| Communications Squadron Commander (1-6, 2) |
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Term
| Who will create subdirectories for every office of record? |
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Definition
| The Functional Area Record Manager (FARM) and/or Record Custodian (RC) (1-6, 2) |
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Term
| Who will create groups and assign personnel to the designated groups for access and permissions to the unit file structure? |
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Definition
| Unit Client Support Administrators (1-6, 2) |
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Term
| Who will assign permissions to the unit CSA? |
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Definition
| The Network Control Center (NCC) (1-6, 2) |
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Term
| What must be applied to electronic files containing sensitive, Privacy Act data prior to filing? |
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Definition
| Protection must be applied by using passwords, group permissions (1-7, 1) |
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Term
| How often should the storage drive for e-records be backed up? |
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Definition
| at least weekly for 90-120-day periods (1-8, 1) |
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Term
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Definition
| DoD Discovery Metadata Specification (1-8, 2) |
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Term
| What is the role of the DDMS? |
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Definition
| It defines discovery metadata elements for resources posted to community and organizational shared spaces i.e. Shared Drives; Specifies a set of information fields used to describe any data or service asset that is made known to the Enterprise. (1-8, 2) |
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Term
| What are the four mandatory fields required for Metadata Compliance? |
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Definition
| Title, Subject, Author, and Comments (1-9) |
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Term
| Who directs MAJCOM, FOA, and DRU Records Managers to conduct non-Freedom of Information Act record searches? |
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Definition
| The Air Force Record Officer (1-9, 11) |
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Term
| What must be received in order to conduct a non-Freedom of Information act record search? |
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Definition
| A written request to perform a departmental record search (1-9, 11) |
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Term
| Who provides the categories that drive the search criteria and provide examples of search categories? |
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Definition
| The requestor; Categories may include personnel, finance, training, drill/attendance, unit records, daily unit strength reports, qualifications, medical, security clearance, billeting, equipment accountability, schooling, etc. (1-10, 2) |
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Term
| When preparing an index of information after completing a search, each document must be identifiable by what? |
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Definition
| Date, Author, Classification, Record Category, Media, and Location (1-10, 3) |
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Term
| The Records Management and Air Force Records Information Managment System use what three key programs? |
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Definition
| Privacy Act,For Official Use Only, and Personal Identifiable Information (1-11, 2) |
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Term
| The Privacy Act of 1974 was passed for what purpose? |
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Definition
| To protect individuals from unwarranted invasion of their personal information. (1-11, 3) |
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Term
| For Offical Use Only labels are used for which documents? |
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Definition
| Government documents that are only to be utilized in an official capacity to conduct government business (1-11, 4) |
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Term
| Define Personal Identifiable Information |
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Definition
| Information in an information system or online collection that directly identifies an individual or by which an agency intends to identify specific individuals in conjunction with other data elements. (1-12, 2) |
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Term
| What are the two types of vital records? |
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Definition
| Emergency operating records and rights and interest records (2-1, 2) |
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Term
| Why are vital records essential? |
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Definition
| Essential for continued operation and reconstitution of an organization during and after an emergency, including those records essential to protecting the rights and interests of the organization and the individuals directly affected by its activities. (2-1, 1) |
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Term
| Who is resposible for identifying vital records? |
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Definition
| Chief of an Office of Records (2-1, 2) |
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Term
| Emergency operating records are necessary for what three tasks? |
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Definition
| Military effort; mobilization and protection of material, personnel, services, and systems; and maintenance of public health, safety, order and the conduct of civil defense activities. (2-1, 4) |
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Term
| List examples of rights and interest records |
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Definition
| Social security records, retirement records, payroll records and insurance records, and valuable research records |
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Term
| Reasons for managing vital records |
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Definition
| Protection of critical assets, continuing operations or rapid resumption of business, protecting legal and financial rights, recovering damaged records, improved safety and security, compliance with laws and regulations. (2-2. 2) |
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Term
| What two things is the Vital Records Program responsible for? |
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Definition
| Providing the agency with information it needs to conduct business under other than normal operating conditions and resume business afterwards and enables officials to identify and protect most important records. (2-2, 3) |
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Term
| What is a vital records plan? |
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Definition
| A plan developed to ensure these records are protected in the event of a fire, natural disaster, contingency, etc. (2-2, 5) |
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Term
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Definition
| National Archives and Records Administration (2-2, 4) |
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Term
| What is the role of the NARA? |
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Definition
| Stores, protects, and maintains right and interest vital records for agencies desiring more permanent storage of their vital records. (2-2, 5) |
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Term
| What is the purpose of a file plan? |
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Definition
| To show what records are maintained and in what order they are kept in an office of record. (3-1, 1) |
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Term
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Definition
| The records an office uses frequently in current business or until a cutoff period is met. (3-1, 1) |
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Term
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Definition
| The records the office no longer need or that are in a retention period after the cutoff date adn are awaiting final disposition. Normally these files are from the previous year. (3-1, 1) |
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Term
| What are permanent records? |
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Definition
| Records that the Archivist of the United States approved for permanent retention. (3-1, 1) |
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Term
| What are perpetual files? |
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Definition
| Records that do not have a specific cutoff date. Must be kept in the active files until you destroy them. (3-1, 1) |
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Term
| What are personal papers? |
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Definition
| These papers are documentary materials belonging to an individual that are not used to conduct agency business. Related solely to an individual's own affairs or used exclusively for that individual's convenience and must be clearly designated as such and kept separate from the records. (3-1, 1) |
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Term
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Definition
| A group of records or other recording media relating to the same subject that is identified with a particular table and rule. (3-2, 1) |
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Term
| What does retention length refer to? |
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Definition
| The length of time records are kept after cutoff but before final disposition. (3-2, 1) |
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Term
| How should records be marked before filing? |
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Definition
| The word "file", your initials, and the file code should be in the upper right hand corner. (3-2, 2) |
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Term
| What two things must you ensure when filing a record? |
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Definition
| Ensure the most current is in the front of the folder and that the record is complete. (3-2, 3) |
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Term
| If a record requires destruction, where should you file the destruction certificate? |
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Definition
| It should be filed with the record. (3-3, 1) |
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Term
| What form is used when a record involves more than one records series? |
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Definition
| DD Form 2861, Cross Reference (3-6, 2) |
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Term
| What are the three types of transfer media that the NARA accepts for e-records? |
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Definition
| Magnetic tape, compact disc-read only memory, and file transfer protocol. (3-7, 1) |
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Term
| What form must be prepared when transfering documents to the NARA? |
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Definition
| SF 258, Agreement to Transfer Records to the National Archives of the United States (3-7, 2) |
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Term
| What should you use to retrieve documents? |
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Definition
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Term
| What form should be used when a file is removed for use? |
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Definition
| AF Form 614, Charge-Out Record (3-8, 3) |
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Term
| How should the file drawers be labeled? |
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Definition
| "Active" or "Inactive" and the series numbers for the files located in the drawer (3-8, 4) |
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Term
| What does the acronym AFRIMS stand for? |
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Definition
| Air Force Records Information Management System (2-4, 1) |
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Term
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Definition
| A mandatory Air Force-wide Information Management Standard Automated System that is required by all Air Force Records Managers. (2-4, 1) |
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Term
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Definition
| It provides the tools records managers need to automate some of their record management and staff support duties. (2-4, 1) |
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Term
| What does the acronym AFRM stand for? |
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Definition
| Air Force Records Manager (2-5, 2) |
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Term
| What is the AFRM's role in relation to AFRIMS? |
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Definition
| Full system administrative permissions to allow the creation of MAJCOM accounts and the user accounts of the MAJCOM RMs. (2-4, 2) |
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Term
| What is the role of the MAJCOM RM in relation to AFRIMS? |
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Definition
| Establishes base accounts for their respective bases and creates user accounts for the Base RMs. (2-4, 3) |
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Term
| What is the role of the Base RM in relation to AFRIMS? |
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Definition
| Creates accounts for FARMs. (2-4, 4) |
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Term
| What is the role of the Records Custodian in relation to AFRIMS? |
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Definition
| Responsible for preparing and printing their file plan. Only have access to their file plan. (2-4, 5) |
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Term
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Definition
| A "road map" or "table of contents" of the active files in an office. (2-4, 6) |
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Term
| Who must sign the file plan? |
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Definition
| Chief of the Office of Record (2-4, 6) |
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Term
| When is the file plan considered approved? |
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Definition
| Only when both the records manager's administrative approval is stated on the file plan and the Chief of the Office of Record's signature appears on the file plan. (2-4, 6) |
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Term
| Where in AFRIMS can a user find out about the Disposition of a file? |
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Definition
| Under the Records Disposition Schedule (2-8, 2) |
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Term
| What does the term Disposition mean? |
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Definition
| A comprehensive term that includes destruction, salvage, or donation; transfer to a staging area or records center or transfer from one organization to another. (2-8, 4) |
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Term
| What does the term cutoff mean? |
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Definition
| It is when inactive records are separated from active records. (2-10, 1) |
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Term
| How do you mark a record as vital? |
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Definition
| Check the yes box next to Vital Record. (2-11, 1) |
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Term
| Who can the Base Records Manager delegate approval authority of a file plan to? |
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Definition
| Functional Area Records Manager (2-17, 1) |
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Term
| How many disposition labels are allowed per record series? |
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Definition
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Term
| Who must work together to set up an effective, base-wide electronic file structure? |
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Definition
| Base Records Manager, Network Control Center personnel, and Client Support Administrators (1-6, 2) |
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Term
| What is a Vital Records Plan? |
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Definition
| A plan to ensure these records are protected in the event of a fire, natural disaster, contingency, etc. (2-2, 5) |
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Term
| Who assigns the record series number in AFRIMS? |
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Definition
| Office of Primary Responsibility |
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