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YN1 > Administration > Flashcards

Administration Flashcards

1
Q

What are non-record materials?

A

Tickler, follow-up files, copies, routing slips, working papers, drafts, transmittal sheets, catalogs

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2
Q

General administrative correspondence should be destroyed when?

A

10 years old

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3
Q

Routine administrative or housekeeping correspondence should be destroyed when?

A

3 years old

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4
Q

What are record materials?

A

Books, papers, maps, photographs, or documentary materials that are evidence of organization functions, policies, decisions, procedures and operations

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5
Q

Permanent personnel records should be transferred to where, and when?

A

NPRC 6 months after separation. NARA 75 years after separation.

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6
Q

What does NARA stand for?

A

National Archives and Records Administration

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7
Q

What does NPRC stand for?

A

National Personnel Records Center

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8
Q

What does FRC stand for?

A

Federal Records Center

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9
Q

What is the record group number for the Coast Guard?

A

26

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10
Q

Paper and electronic files will be labeled using what?

A

Standard Subject Identification Codes (SSIC)

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11
Q

SF-135

A

Records Transmittal and Receipt Form

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12
Q

A minimum of __________ is required to initiate transfer.

A

1 box - one cubic foot

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13
Q

Complete and send ________ and ____________ copies of the SF-135 to the FRC for approval prior to shipment of records.

A

Original, two

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14
Q

If the first line in a business letter is a company name, the salutation is what?

A

Dear Sir or Madam

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15
Q

If the gender is unknown in a business letter, the salutation is what?

A

Dear Manager/Sales Rep (or other job title)

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16
Q

All female organization addressees in a business letter should have what salutations?

A

Ladies or Mesdames

17
Q

Every copy of a letter must have what to show its origin?

A

Letterhead

18
Q

Dates on a business letter should appear how?

A

September 5, 1997

19
Q

Close a business letter using what complimentary close?

A

Sincerely

20
Q

What is the SSIC for GENERAL ADMINISTRATION AND MANAGEMENT?

A

5000

21
Q

On correspondence, the subject line should be?

A

10 words or less all caps

22
Q

A minimum of ______ addressees is required for Special Mailing LIst (SML)?

A

25

23
Q

How many days do you have to respond to Congressional correspondence personal and military?

A

5 days

24
Q

How many days do you have to respond to a Congressional correspondence concerning CG operations?

A

10 days

25
Q

Instructions are reviewed when?

A

Every 4 years

26
Q

Last digit of the SSIC

A

Tertiary

27
Q

What are suspense copies?

A

Non-record material

28
Q

Good conduct awards are issued every ___ years for enlisted personnel.

A

3

29
Q

A ____ ______ bronze star is authorized for subsequent good good conduct medals.

A

3/16-inch

30
Q

What denotes a sixth good conduct award?

A

3/16-inch silver star

31
Q

Reservists must earn __ retirement points for 3 consecutive anniversary years to be issued a reserve good conduct medal.

A

70

32
Q

What form number is the Reserve Good Conduct Certificate?

A

CG-4178A

33
Q

What form is used for an active duty good conduct award?

A

CG-4178

34
Q

What governs the release of information contained in record systems?

A

The Coast Guard Freedom of Information Act (FOIA) and Privacy Acts Manual COMDTINST M5270.3

35
Q

A suitable container to store PDRs must be comparable to a class ______ file cabinet

A

7110

36
Q

When destroying a PDR document, it can only be destroyed by ______, ___________, or ___________.

A

burning, shredding, or pulverizing

37
Q

SSIC for Ordnance

A

8000-8999

YN1 (7 decks)

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