Unit 3- Records Management Flashcards
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?
Every
Which of the following is not an example of an Air Force record
Museum material
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?
Federal only
Once they are signed, active-duty personnel whose duties include filing, maintaining, and disposing of official records must be trained within?
Three months
Who appoints a records custodian?
Chiefs office of record
Who should know and implement the records maintenance, use, and disposition policies and procedures for records maintained?
Records custodian
By filling out summary information for document you create, your final records will be?
Easier to manage and retrieve
How does the Air Force records information management system ensure standardization and accuracy of every record series?
Ensuring offices Air Force wide use the same disposition instructions for records
What type of labels does the Air Force records information management system print?
Subdivision
The Air Force records information management system generates a file disposition control label for?
Each item listed on the file plan
How many dispositional authorities are allowed per records series?
One
What identifies file records and provides the cut off for the records?
Disposition guide cards
Where are labels placed on the file folders?
Placement is based on the needs of the office and is consistent
What information does not appear on a subdivision label?
Cut off
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?
File plan
What should you remove from a document prior to filing
Envelopes
Why is the file plan filed as the first item in the filing system?
To help retrieve filed documents efficiently
What gives the reader a reference trail to follow when a document is located somewhere else?
Cross reference sheet
When using additional copies of record for cross-referencing, how is the cross-referencing location identified?
Mark each copy by circling the appropriate file code showing where the duplicate copies are filed
Cross referencing provides more reliable file services long as?
Excessive cross-referencing is avoided
What determination must be made before a record
Can be loaned to an authorized person?
Period Of time record is needed
What is disposition when dealing with Air Force records?
Actions taken with inactive records
What is disposition based when dealing with Air Force records?
Time period Or event
How does the records disposition program play key role in the management of Air Force records?
Economic and efficient management
How are long-term paper records 10 years or older handle?
Retired to authorize federal record centers
Who is authorized to approve the permanent retention of records?
Archivist of the United States
When you changed status but do not change function or mission, files are?
Continued and cut off the same way and the same time is if no change of status had occurred
The emergency disposal of records, without regard tables and rules, is applied when the records?
Are a menace health, life, or property
What is the first part of the plan when developing vital records plan?
Description of the records
Each of the following is a description of files cut off except
Physically stop adding records to a series
Which of the following is not a cut off period?
Quarterly
At least how many years remaining retention must records have to be shipped to a federal records Center?
Three
What type of records does the SF 135, record transmittal and receipt, identify?
Retirement to Federal records Center, staging center, or transferred to another organization
What type of records does the staging area store
Permanent and temporary
Who approves a waiver to keep small volumes of 2 to 8 year retention records and the current files area?
Base records manager
What does the staging area review to determine what records are eligible for disposal and when?
SF form 135, records transmittal and receipt before the end of each calendar year or fiscal year
To recycle privacy act material what must recycling contracts include?
Specific contract clause on safeguarding privacy material until it’s destruction
Who does the office of primary responsibility submit an AF IMT 525, records disposition recommendation to?
Records manager
Which of the following is an objective for determining retention?
How much Air Force documentation is really essential?
What is the official daily publication for rules, proposed rules, and notices of federal agencies and organizations, and other presidential documents?
The federal register
What is one of the duties of the Air Force Federal Register liaison office?
Provide advice/guidance to Air Force personnel on publishing rules and notices
