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CDC Vol 1 > Volume 1 CDC > Flashcards

Volume 1 CDC Flashcards

1
Q

The Air Force Portal provides essential online resources for the Air Force at a single location, and it also does the following except?

A

Provide faster, reliable service

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2
Q

Who is the approval authority for the public web pages?

A

Unit Commander

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3
Q

What information is required for all top-level private web pages?

A

Wep pages maintainer’s organization, commercial and DSN phone number, and e-mail

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4
Q

Who is the approval authority for private web pages?

A

Unit Commander

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5
Q

What is the primary purpose of managing Air Force information?

A

Effectively and efficiently enhance the Air Force mission

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6
Q

Which of the following are ways we manage information in support of information resources management?

A

security and privacy

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7
Q

What stage of the life cycle management provides preservation?

A

Storage

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8
Q

What is the objective of the electronic communications program?

A

Create clear, efficient, and effective communications

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9
Q

Which plain language element emphasizes the need to put your main message up front?

A

logical organization

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10
Q

Which plain language element reinforces the message that the document is intended for the reader?

A

Pronouns

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11
Q

on the average, about what percentage of communication do you write in the active voice to communicate effectively?

A

75

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12
Q

Which is not a Form Memorandum?

A

Fill-Out

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13
Q

What type of Air Force correspondence receives the most indorsements?

A

Memorandums

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14
Q

What type of memorandum for record is an in-house document to record information that would otherwise not be recorded in writing?

A

Separate Page

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15
Q

Multipurpose written briefs that provide information, forward items of interest, or summarize problems are?

A

bullet background papers

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16
Q

Who has the responsibility to ensure the intended receiver receives the tasking?

A

Sender

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17
Q

When an AutoArchive storage process is used what type of folder is created?

A

Personal

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18
Q

Once an item is archived how is it deleted?

A

Manually

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19
Q

What must you do with the unsealed containers endorsed “DO NOT FORWARD” that remain in action offices at the close of business?

A

Store in a classified storage container

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20
Q

Which mail class is for use only by authorized publishers and reigistered news agents?

A

Periodicals

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21
Q

When should you use certified mail?

A

When require by law or DoD or Air force directives

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22
Q

What two items used together enable us to trace a container forom the sender through the base information transfer system into the US Postal Service, and on to the receiver?

A

Container number and DD form 2825, Internal Receipt

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23
Q

Which is an accurate example of an accountable container number?

A

UUB-08-058

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24
Q

The best choice for ensuring accountable containers stay in a controlled environment is to mail them?

A

registered

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25
Q

What level of damage to national security could reasonably be expected if unauthorized disclosure of TS information occurred?

A

Grave

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26
Q

What type of classification decision invloves information that is paraphrased or restated?

A

Derivative

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27
Q

What is an knowing, willful, or negligent action contrary to the requirements of Executive Order 12958 that is not a security violation?

A

Infraction

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28
Q

What must you do when you find classified material out of proper control?

A

Take custody of the material and safeguard it

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29
Q

What is not a facotr in releasing classified information?

A

Rank

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30
Q

Who determines whether the recipient has a legitimate need for access to the classified information?

A

Possessor

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31
Q

Top secret material should never be sent

A

through the base information transfer system

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32
Q

When is an outer container not required for the transfer of classified information?

A

Secret and below being entered into the BITS

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33
Q

What must you do when you mail materials of different classifications in one package?

A

Place all material in a single inner container

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34
Q

When you mail classified material, address container to the?

A

office that is to take action on it

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35
Q

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

A

Every

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36
Q

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

A

Museum material

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37
Q

What tyep of record is created when the Air National Guard is creating the records and the federal emergency agency gets involved and federal dollars are put twoards the emergency?

A

Federal only

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38
Q

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

A

3 months

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39
Q

Who appoints a records custodian?

A

Chief of Office or Records (COR)

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40
Q

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

A

Records custodian (RC)

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41
Q

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

A

easier to manage and retrieve

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42
Q

How does the Air Force Records Information Management system ensure standardization and accuracy of every records series?

A

ensuring office air force wide use the same disposition instructions for records.

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43
Q

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

A

Subdivision

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44
Q

The air force reocrds information management system generates a file disposition control label for

A

each item listed on the file plan

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45
Q

How many disposition authorities table and rule are allowed per records series?

A

One

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46
Q

What identifies file records and provides the cutoff for the records?

A

Disposition guide cards

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47
Q

Where are labels palced on the file folder?

A

Placement is on the need of the office and is consistent

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48
Q

what informatio does not appear on a subdivision label?

A

cutoff

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49
Q

What is reviewed when files expand to more than one drawer or files are filed in other lcoations to detemine the inclusive series numbers to be palced on the drawer lable?

A

File plan

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50
Q

What should you remove from a document prior to filing?

A

envelopes

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51
Q

why is the file paln filed as the first item in a filing sytem?

A

to help retrieve filed documents efficiently

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52
Q

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

A

Cross reference sheet

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53
Q

When using additional copies of a record for cross referencing how is the cross reference location identified?

A

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

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54
Q

Cross referencing provides more reliable files service as long as

A

excessive cross referencing is avoided

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55
Q

What determination must be made before a record can be loaned to an authoiezed person?

A

Period of time the record is needed

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56
Q

What is disposition when dealing with air force records?

A

desctruction of active records

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57
Q

What is disposition based when dealing with air force records?

A

time period or event

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58
Q

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

A

Preservation of classified records.

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59
Q

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

A

Retired to authorized federal records centers

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60
Q

Who is authorized to approve the permanent retention of records?

A

archivist of the United States

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61
Q

When units change status but do not change function or mission, files are

A

continued and cut off the same way and at the same time as if no change of status had occurred.

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62
Q

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

A

are a menace to health, life, or property

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63
Q

what is the first part of the plan when developing a vital records plan?

A

description of the records

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64
Q

each of the following is a description of files cutoff except

A

transfer of eligible records to the records staging area

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65
Q

which of the following is not a cutoff period?

A

quarterly

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66
Q

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

A

Three

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67
Q

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

A

retirement to a federal records center, staging center, or transfer to another organization

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68
Q

what type of records does the staging area store?

A

permanent and temporary

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69
Q

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

A

Base records manager (BRM)

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70
Q

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

A

SF From 135, Records Transmittal and Receipt before the end of each calendar year or fiscal year

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71
Q

To recycle Privacy Act (PA) material, what must recycling contracts include?

A

Specific contract clause on safeguarding privacy material until its destruction

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72
Q

Who does the office of primary responsibility submit an AF IMT 525, Records Disposition Recommendation to?

A

Records Manager (RM)

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73
Q

Which of the following is an objective for determining retention?

A

How much Air Force documentation is really essential.

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74
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

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75
Q

What is one of the duties of the Air Force Federal Register Liaison Office (AFFRLO)?

A

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

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76
Q

The DoD policy on providing information on its activities in an open manner to the general public is to provide

A

a maximum amount of accurate and timely information concerning its activities

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77
Q

Who is responsible for preparing and coordinating on all proposed replies to a Freedom of Information Act (FOIA) requestor?

A

Freedom of Information Act (FOIA) manager

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78
Q

Who is the focal point for a FOIA portion of the installation web site?

A

FOIA manager

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79
Q

Who finds and provides the requested records and helps to determine whether to release the records?

A

Office of primary responsibility (OPR)

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80
Q

Who acts as the declassification authority when such action is appropriate and coordinates the release or denial of records?

A

Office of primary responsibility (OPR)

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81
Q

Freedom of Information Act request categorized as simple involve records that are

A

small in volume

82
Q

Who does a requestor submit an appeal to, when a FOIA office withholds a record from release because they determined the record is exempt under one or more of the exemptions?

A

Secretary of the Air Force

83
Q

An official system of records must be

A

authorized by law or executive order

84
Q

Who is the focal point in a functional area for general Privacy Act questions?

A

PA Officer

85
Q

What type of request allows other Air Force directives to give individuals acces to PA records?

A

Functional

86
Q

to avoid conflicts or discrepencies, the best possible source for collecting personal data is

A

the subject of the record

87
Q

When working with PA information, if more protection is needed for a system of records, be sure to balance the

A

additional protection measures against risk and cost

88
Q

What is used to determine the disposal of PA records?

A

Records retention schedule

89
Q

Which element of a PA statement shows the reason you are collecting the information?

A

Purpose

90
Q

What type of information should be considered and protected as For Official Use Only (FOUO)?

A

Information that may be withheld because disclosure would cause a foreseeable harm to an interest protected by the freedom of information act

91
Q

What actions are appropriate when unauthorized disclosure of FOUO records occurs?

A

Appropriate administrative actions to fix the cause, disciplinary actions as needed, and notify the originating organization.

92
Q

when shoud FOUO marking on a file or document be terminated?

A

When circumstances indicate the information no longer requires protection from public disclosure.

93
Q

Which of these processes is not a step in the publishing process of electronic products?

A

Producing

94
Q

Who is authorized to serve as the point of contact for, provide coordination on, certify, and/or approve offical Air Force publication and forms?

A

Only civilian employees or military member of the Air Force

95
Q

A special review of a publication or form is conducted when the

A

OPR decides a publication needs to be changed before its two-year review

96
Q

When should you establish a formal paper version requirement for publications?

A

Mission related need only

97
Q

Administrative changes to publications do not affect subject matter

A

content, authority, purpose, and application

98
Q

Up to what amount is the fine that may be imposed for maintaining a PA record system that has not been published in the Federal Register or for making an authorized disclosure?

A

$5,000

99
Q

To reduce costly, ineffective and redundant information collections and reporting requirements is the information collection and reports management programs’

A

purpose

100
Q

What is the management tool used to monitor and control internal reporting requirements?

A

Reports control symbol

101
Q

What collaboration services are available for electronic communication?

A

web conferencing, instant messaging, collaborative workspaces, application sharing

102
Q

What enables user to communicate and interact with groups large and small, in real time, using high impact presentations and essential collaboration tools?

A

defense connect online

103
Q

What collaborative tool provides comprehensive content management and enterprise searches?

A

Microsoft Office SharePoint

104
Q

What the Air Force goal conerning accessibility to Internet resources?

A

Within acceptable risk, the goal provides personnel requiring access for official business maximum accessibility to Internet resources.

105
Q

What continues to increase as a technique for obtaining and disseminating information worldwide?

A

Use of the web or web technologies

106
Q

Name a few requirements that must be met for posting information on private web pages.

A

pages must not violate vendors license agreements, each page must display required warning notices and banners, all top level pages must contain the web page maintainers organization, office symbol, commercial and DSN phone number, organizational email address, must meet the minimum requirements

107
Q

Who is the final approval authority for the Internet release package?

A

Unit Commander

108
Q

What does information include?

A

A statement or reception of knowledge such as facts, data, or opinions, including numerical, graphic, or narrative forms, whether oral or maintained in any media, including computerized databases, paper, microform, or magnetic tape.

109
Q

What is the primary purpose of managing information effectively and efficiently?

A

to enhance the AF mission

110
Q

What are five ways we manage information in support of information resources management?

A

Security, privacy, freedom of information, paperwork reduction, records preservation

111
Q

What are the stages of life cycle management?

A

creation/collection, processing, dissemination, use, storage, disposition

112
Q

How is communication defined?

A

The process of sharing ideas, information and messages with others.

113
Q

What are the three parts of communications?

A

sender, message, receiver

114
Q

What is the objective of the electronic communications program?

A

to create clear, efficient, and effective communications

115
Q

How should you write to identify who is responsible for what actions?

A

active voice

116
Q

What should the average sentence length be?

A

15-20 words

117
Q

What type of memorandum is used if you circle, underline, or highlight th eorganization of office symbol of each recipient on the copy you give to them?

A

multiple address memorandum

118
Q

Where do the words “IN TURN” get typed on an IN TURN memorandum?

A

Type “IN TURN” in uppercase, one line below the last address of the MEMORANDUM FOR element aligned with the addresses

119
Q

What are the three types of formats for form memorandums?

A

prewritten, fill-in, optional statement

120
Q

What do indorsements add?

A

comments directly on the original memorandum, message, or previous indorsement

121
Q

What are the two type of indorsements?

A

same page, separate page

122
Q

What would you do if the indorsement does not fit and must be typed on a blank piece of bond paper?

A

use the separate page indorsement format

123
Q

What type of letter is iused when warmth or sincerity is essential?

A

personal letter

124
Q

What are the three type of memorandum for records?

A

separate page, explanatory, brief

125
Q

What is a staff summary sheet used for?

A

to summarize staff work, to request action or to forward information

126
Q

What type of paper uses fragments to present key points, positions, and facts in a brief, orderly fashion when the user has knowledge of the subject?

A

talking papers

127
Q

What type of paper is used to advocate or convince the reader on an argument or position?

A

position papers

128
Q

What are the two classes of Air Force Electronic messaging?

A

Organizational HGS, SMTP

129
Q

What class uses Fortezza cards to sign and encrypt organizational messages to ensure message integrity, non-repudiation, and accountability?

A

Organizational HGS

130
Q

What takes advantage of DoD’s robust and trusted PKI?

A

A signed and encrypted e-mail

131
Q

Who is responsible for ensuring the record e-mails are properly filed for access and retrieval?

A

the user

132
Q

What is replacing or supplementing formal Air Force formats for communications?

A

electronic messaging

133
Q

What can easily be mistaken for angry defiance when you use capital letters, exclamation points and strong adjectives and adverbs?

A

positive enthusiasm

134
Q

What is the most common mistake before sending e-mail?

A

check your attachments

135
Q

What backup method stores your old items that are important but rarely used?

A

auto archive

136
Q

What are the two ways you can archive?

A

automatically, manually

137
Q

What are the steps to archive manually?

A

On the file menu, click Archive, and then select whether you would like to archive all folders according to their AutoArchive settings or Archive this folder and all subfolders; if select the latter of the two click the folder you want to Archive., B: Archive items older than: Choose a date. C: Archive file: If you want to set another destination for the archived items, you can browse and set a different location. D: Click OK.

138
Q

What is considered official mail?

A

Official US government business

139
Q

What is the term referring to the total system that collects, processes, and delivers communications?

A

BITS

140
Q

Who is responsible for establishing a BITS to provide on-base distribution of communications?

A

Installation Commander

141
Q

Who acts as the bridge between the action office and the OMC?

A

ADO

142
Q

What office uses and or reponds to official communications?

A

Action Office

143
Q

What is done with the undelivered mail containing the endorsement “DO NOT FORWARD” at the end of the workday?

A

Must be stored in a classified storage container

144
Q

If you are susupicious of a mailing and you are unable to verify the contents with the addressee or sender what should you do?

A
  1. You should protect yourself, your office and your mailroom. 2. Stop. Do not open or handle the article. 3. Isolate the article and evacuate the immediate area. 4. Do not put the article in water or a confined space such as a desk drawer or a filing cabinet. 5. If possible, open windows in the immediate area to assist in venting potentially explosive gases. If a situtation turn out to be a fake bomb scare, postal personnel will not be held liable for the package. 6. Do not take any chances or worry about possible embarrassment if the item turns out to be innocent. If there is any reason to believe a letter or parcel is dangerous, contact the local military law enforcement officials for assistance. 7. Post the USPS Poster 84 “Suspicious Mail or Package” in the work area.
145
Q

Name five ways to identify a suspicious package?

A

Any of these five will work: 1. return address. 2. Restrictive markings. 3. sealed with tape. 4. misspelled words or badly typed or written. 5. unknown powder or suspicious substance. 6. possibly mailed from a foreign country or excessive postage? 7. Oily stains, discolorations, crystallization or wrapper. 8. strange door. 9. Incorrect title or addressed to title only. 10. rigid or bulky. 11. Lopsided or uneven. 12. protruding wires

146
Q

Those most secure service the USPS system offers?

A

Registered

147
Q

Confirmation of delivery including date, time, and location, and you can request to have letter mailed to you with a copy of the recipient’s signature.

A

Signature Confirmation

148
Q

Mail sealed against inspections?

A

First-Class

149
Q

Provides a recipient to the sender and a record of delivery?

A

Certified

150
Q

Fastest service offered by the USPS?

A

Express

151
Q

What type of mail class can not be used to send personal correspondence?

A

Standard Mail

152
Q

Who acts as the agent for all official on-base activities?

A

BITS

153
Q

What is considered as “accountable mail”?

A

Communications for which accountability must be maintained.

154
Q

What does the Air Force use to help control the communications while in Air Force channels?

A

Container numbers

155
Q

What is the best choice for ensuring accountable mail containers remina in a controlled environment?

A

Registered Mail

156
Q

When you receive an accountable mail container from the acitivity disctribution officer or the OMC, what should you do?

A

Compare the container number with the number listed on the container receipt to make sure you’re signing for the correct package.

157
Q

When a respone is not received on a receipt for classified information, whithin what time frame is a tracer action done?

A

Tracer action is initiated 30 days for material sent within the continental US or 45 days for material sent outside the continental US

158
Q

Refers to information or material of which unauthorized disclosure could reasonably be expected to cause serious damage to national security?

A

Secret

159
Q

Refers to information or material of which unauthorized disclosure could reasonable be expected to cause exceptionally grave damage to national security?

A

Top Secret

160
Q

Refers to information or material of which unauthorized disclosure could reasonably be expected to cause damage to national security?

A

Confidential

161
Q

What are two classification decisions?

A

Original, Derivative

162
Q

Who may originally classify documents?

A

Only individuals occupying positions specifically authorized in writing may classify documents originally.

163
Q

What is an orginial classification?

A

Initial decision that an item needs to be classified.

164
Q

Under what circumstances is information derivatively classified?

A

When it is extracted, paraphrased, restated, or generated in a new form.

165
Q

What will a security investigation identify?

A

Appropriate corrective actions are immediately implemented to prevent future security incidents.

166
Q

Define a “security violation.”

A

Any knowing, willful, or negligent action that could reasonably be expected to result in an authorized disclosure of classified information.

167
Q

What is a compromise?

A

When unauthorized individuals have had access to the classified information.

168
Q

What should you do if you find classified material out of proper control?

A

Take custody of and safeguard the material, if possible, and immediately report it to their commander, or equivalent, supervisor or security manager.

169
Q

What is required for a person to receive classified information?

A

The need-to-know, proper security clearance, and a signed nondisclosure agreement.

170
Q

How can you determine a person’s security clearance?

A

Joint Personal Adjudication System, confirmation from security manager, and clearence level on orders.

171
Q

Who is responsible for determing an individual’s “need to know” for classified information?

A

The authorized possessor of the classified information.

172
Q

Who is responsible for ensuring individuals who need access to classified information sign the SF 312?

A

The unit commander or staff agency chiefs.

173
Q

Which classification of information may be transmitted through BITS?

A

Secret and Confidential

174
Q

Which method is used when transmitting Top Secret material to an installation serviced by diplomatic pouch?

A

The Department of State diplomatic courier service

175
Q

When classified material is transmitted from one place to another, how should it be contained?

A

It shall be enclosed in two opaque, sealed envelopes, wrappings, or containers, durable enough to properly protect the material from accidental exposure and facilitate detection of tampering

176
Q

When is it not required to use an outer container for Secret, Confidential or Unclassified information?

A

When entering Secret and below material into the OMC

177
Q

To whom is classified material addressed?

A

An official government activity and not to a person

178
Q

What is included on the inner container of a classified package?

A

The complete mailing address of the sending and receiving activities, security classification markings, and any applicable special instructions.

179
Q

What plays a vital role in managing and operating Air Force Activities?

A

Records

180
Q

Whose rights must be protected through the proper implementation of the records management program?

A

Protects the rights of the US government and of persons diretly affected by the AF actions

181
Q

What are Draft Records?

A

Those than can be altered and have not been signed or officially released.

182
Q

What are Final Records?

A

Those that have been signed, officially released, and cannot be altered.

183
Q

How must Air Force units at all levels manage records?

A

Systematically to make sure they are complete, accurate, trustworthy, and easily accessible.

184
Q

Place an X by the items that qualify as records.

A

electronic versions of maps, photographs received by an agency of the US Government

185
Q

What records relate solely to an individual’s private affair?

A

personal

186
Q

Manages the base staging area.

A

RM

187
Q

Ensure office of records receive a staff assistance visit at least every 24 months.

A

Farm

188
Q

Ensures records custodians attend record management training.

A

COR

189
Q

Maintains the office files plan and accountability for active and inactive records.

A

RC

190
Q

Ensure all personnel who create, maintain, and dispose of records, attend records management training.

A

COR

191
Q

Trains all personnel within three months of assignment, whose duties include filing, maintaining, and disposing of records.

A

RM

192
Q

The BRM ensure offices of record receives a SAV how often?

A

RM ensures office of records receive a SAV at least every 24 months

193
Q

What is a staging area used for?

A

For temporary storage of records pending destruction of transfer to a federal records center

194
Q

How should you save e-mails?

A

Save emails in message format to keep all attachments intact and to store files in their native format.

195
Q

What contributed to the need for an ERM solution?

A

Email revolutionized the flow of communication and significantly contributed to the need for an ERM solution.

196
Q

Who will work together to create an effective, base wide e-record file structure?

A

BRMs, NCC staff, and CSAs

197
Q

What happens to a document after it is signed or approved by an authorized authority?

A

The document becomes a record and must be transferred to the shared drive designated for records to ensure proper lifecycle management

198
Q

Who must monitor the e-file box and assist and or file the records in the box?

A

the FARM and RC

199
Q

Why do we want to fill out the summary information on documents we create?

A

Final records will be easier to manage and retrieve

200
Q

How does AFRIMS ensure standardization and accuracy of every record series?

A

By ensuring offices AF wide uses the same disposition instructions for records

CDC Vol 1 (3 decks)

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