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CDCs > Unit 3- Records Management > Flashcards

Unit 3- Records Management Flashcards

0
Q

Air Force units at what level must document the organization, function, activities and preserve their records by implementing effective lifecycle management procedures in their areas of responsibility?

A

Every

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1
Q

Which of the following is not an example of an Air Force record

A

Museum material

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2
Q

What type of record is created when the air National Guard is creating the records and the Federal Emergency Management Agency gets involved and federal dollars to put towards emergency?

A

Federal only

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3
Q

Once they are signed, active-duty personnel whose duties include filing, maintaining, and disposing of official records must be trained within?

A

Three months

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4
Q

Who appoints a records custodian?

A

Chiefs office of record

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5
Q

Who should know and implement the records maintenance, use, and disposition policies and procedures for records maintained?

A

Records custodian

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6
Q

By filling out summary information for document you create, your final records will be?

A

Easier to manage and retrieve

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7
Q

How does the Air Force records information management system ensure standardization and accuracy of every record series?

A

Ensuring offices Air Force wide use the same disposition instructions for records

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8
Q

What type of labels does the Air Force records information management system print?

A

Subdivision

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9
Q

The Air Force records information management system generates a file disposition control label for?

A

Each item listed on the file plan

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10
Q

How many dispositional authorities are allowed per records series?

A

One

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11
Q

What identifies file records and provides the cut off for the records?

A

Disposition guide cards

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12
Q

Where are labels placed on the file folders?

A

Placement is based on the needs of the office and is consistent

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13
Q

What information does not appear on a subdivision label?

A

Cut off

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14
Q

What is reviewed files expand to more than one drawer or files are filed in other locations to determine the inclusive series numbers to be placed on the drawer label?

A

File plan

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15
Q

What should you remove from a document prior to filing

A

Envelopes

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16
Q

Why is the file plan filed as the first item in the filing system?

A

To help retrieve filed documents efficiently

17
Q

What gives the reader a reference trail to follow when a document is located somewhere else?

A

Cross reference sheet

18
Q

When using additional copies of record for cross-referencing, how is the cross-referencing location identified?

A

Mark each copy by circling the appropriate file code showing where the duplicate copies are filed

19
Q

Cross referencing provides more reliable file services long as?

A

Excessive cross-referencing is avoided

20
Q

What determination must be made before a record

Can be loaned to an authorized person?

A

Period Of time record is needed

21
Q

What is disposition when dealing with Air Force records?

A

Actions taken with inactive records

22
Q

What is disposition based when dealing with Air Force records?

A

Time period Or event

23
Q

How does the records disposition program play key role in the management of Air Force records?

A

Economic and efficient management

24
Q

How are long-term paper records 10 years or older handle?

A

Retired to authorize federal record centers

25
Q

Who is authorized to approve the permanent retention of records?

A

Archivist of the United States

26
Q

When you changed status but do not change function or mission, files are?

A

Continued and cut off the same way and the same time is if no change of status had occurred

27
Q

The emergency disposal of records, without regard tables and rules, is applied when the records?

A

Are a menace health, life, or property

28
Q

What is the first part of the plan when developing vital records plan?

A

Description of the records

29
Q

Each of the following is a description of files cut off except

A

Physically stop adding records to a series

30
Q

Which of the following is not a cut off period?

A

Quarterly

31
Q

At least how many years remaining retention must records have to be shipped to a federal records Center?

A

Three

32
Q

What type of records does the SF 135, record transmittal and receipt, identify?

A

Retirement to Federal records Center, staging center, or transferred to another organization

33
Q

What type of records does the staging area store

A

Permanent and temporary

34
Q

Who approves a waiver to keep small volumes of 2 to 8 year retention records and the current files area?

A

Base records manager

35
Q

What does the staging area review to determine what records are eligible for disposal and when?

A

SF form 135, records transmittal and receipt before the end of each calendar year or fiscal year

36
Q

To recycle privacy act material what must recycling contracts include?

A

Specific contract clause on safeguarding privacy material until it’s destruction

37
Q

Who does the office of primary responsibility submit an AF IMT 525, records disposition recommendation to?

A

Records manager

38
Q

Which of the following is an objective for determining retention?

A

How much Air Force documentation is really essential?

39
Q

What is the official daily publication for rules, proposed rules, and notices of federal agencies and organizations, and other presidential documents?

A

The federal register

40
Q

What is one of the duties of the Air Force Federal Register liaison office?

A

Provide advice/guidance to Air Force personnel on publishing rules and notices

CDCs (6 decks)

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