Block 4 - Unit 1 Flashcards
What is the purpose of records?
Document official business, keep an account of an organization’s activities, historical analysis, and are the basis for future actions.
Who appoints the RC?
the COR
Who ensures that the RC attends records management training?
the COR
Who administers the records management program on an installation or base?
Base Records Manager (BRM/RM)
What are the three main responsibilities of the BRM?
Training, Provide Assistance, and Manage Staging Area
Who is the POC for the Records Management Program in their Unit or Functional Area?
Functional Area Records Manager (FARM)
This is a comprehensive term that includes destruction, salvage, or donation; transfer to a staging area or records center; or transfer from one organization to another.
Disposition
What is the term for separating active files from inactive files?
Cutoff
What is a “road map” or “table of contents?”
File Plan
Records an office uses frequently in current business or until a cutoff period is met.
Active Files
Records the office no longer needs or that are in a retention period after the cutoff date and are awaiting final disposition.
Inactive Files
Who publishes the RDS authorizing disposal of official records and redirecting the prompt and proper disposition of temporary records, retirement records and retirement of permanent records?
Air Force Records Officer (AFRO)
Which of the following is NOT a major duty of the BRM?
a. Training
b. Provided Assistance
c. Appoints Records Custodian (RC)
d. Monitors staging area
c. Appoints records custodian - is not a responsibility of the BRM
Who serves as a liaison between the RM and the organization?
FARM
Who ensures eligible records are promptly prepared to retire or transfer in accordance with the RDS of each record?
Records Custodian (RC)
The BRM and FARM makes sure offices of record receive Staff Assisted Visits (SAVs) at least every ___________months.
24
Essential to the continued operation or reconstitution of an organization during and after an emergency.
Vital Records
What are the two categories of vital records?
1) Emergency Operating Records
2) Rights and Interest Records
Stores, protects, and maintains rights and interest vital records for agencies desiring more permanent storage of their vital records.
NARA
Required to provide evidence that each location has conducted a search.
Negative replies
What records are approved for permanent retention by the National Archives of the United States?
Rights and Interests Records
What are vital records?
Records that are essential to the continued operation or reconstitution of an organization during and after an emergency
Explain Emergency Operating Records
Vital records essential to the continued functioning or reconstitution of an organization during and after an emergency
Explain Rights & Interests Records
uphold legal rights and interests of individual citizens and their government to include social security records, payroll records and insurance records, and valuable research records
How must deployed records be maintained?
As permanent records
What form is initiated for records being sent back CONUS for staging?
SF 135
A situation or an occurrence of serious nature, developing suddenly and unexpectedly demanding immediate action.
Emergency
An unexpected occurrence inflicting widespread destruction and distress and having long-term adverse effects on agency operations.
Disaster
Records necessary for military effort, the mobilization and protection of material, personnel services and systems and maintenance of public health, safety, order and the conduct of civil defense activities.
Emergency Operating Records
What type of records include social security records, retirement records, payroll and insurance records, and valuable research records.
Rights and Interest Records
Maintaining vital records is an insurance policy for:
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
True/False: A vital records program enables officials to identify and protect most important records
True
Stores, protects, and maintains rights and interest vital records for agencies desiring more permanent storage of their vital records
NARA
If the work center maintains vital records a ________________ must be developed to ensure these records are protected in the vent of a fire, natural disaster, contingency, etc.
Vital Records Plan
True/False: Records transferred from the AOR will be accompanied by an SF 135 and a list of pertinent records.
True
Who performs the risk assessment to determine appropriate medium for storage in deployed locations?
the COR
