Administration Flashcards
What are non-record materials?
Tickler, follow-up files, copies, routing slips, working papers, drafts, transmittal sheets, catalogs
General administrative correspondence should be destroyed when?
10 years old
Routine administrative or housekeeping correspondence should be destroyed when?
3 years old
What are record materials?
Books, papers, maps, photographs, or documentary materials that are evidence of organization functions, policies, decisions, procedures and operations
Permanent personnel records should be transferred to where, and when?
NPRC 6 months after separation. NARA 75 years after separation.
What does NARA stand for?
National Archives and Records Administration
What does NPRC stand for?
National Personnel Records Center
What does FRC stand for?
Federal Records Center
What is the record group number for the Coast Guard?
26
Paper and electronic files will be labeled using what?
Standard Subject Identification Codes (SSIC)
SF-135
Records Transmittal and Receipt Form
A minimum of __________ is required to initiate transfer.
1 box - one cubic foot
Complete and send ________ and ____________ copies of the SF-135 to the FRC for approval prior to shipment of records.
Original, two
If the first line in a business letter is a company name, the salutation is what?
Dear Sir or Madam
If the gender is unknown in a business letter, the salutation is what?
Dear Manager/Sales Rep (or other job title)
All female organization addressees in a business letter should have what salutations?
Ladies or Mesdames
Every copy of a letter must have what to show its origin?
Letterhead
Dates on a business letter should appear how?
September 5, 1997
Close a business letter using what complimentary close?
Sincerely
What is the SSIC for GENERAL ADMINISTRATION AND MANAGEMENT?
5000
On correspondence, the subject line should be?
10 words or less all caps
A minimum of ______ addressees is required for Special Mailing LIst (SML)?
25
How many days do you have to respond to Congressional correspondence personal and military?
5 days
How many days do you have to respond to a Congressional correspondence concerning CG operations?
10 days
Instructions are reviewed when?
Every 4 years
Last digit of the SSIC
Tertiary
What are suspense copies?
Non-record material
Good conduct awards are issued every ___ years for enlisted personnel.
3
A ____ ______ bronze star is authorized for subsequent good good conduct medals.
3/16-inch
What denotes a sixth good conduct award?
3/16-inch silver star
Reservists must earn __ retirement points for 3 consecutive anniversary years to be issued a reserve good conduct medal.
70
What form number is the Reserve Good Conduct Certificate?
CG-4178A
What form is used for an active duty good conduct award?
CG-4178
What governs the release of information contained in record systems?
The Coast Guard Freedom of Information Act (FOIA) and Privacy Acts Manual COMDTINST M5270.3
A suitable container to store PDRs must be comparable to a class ______ file cabinet
7110
When destroying a PDR document, it can only be destroyed by ______, ___________, or ___________.
burning, shredding, or pulverizing
SSIC for Ordnance
8000-8999
