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
2
Q
Who is the approval authority for the public web pages?
A
Unit Commander
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
4
Q
Who is the approval authority for private web pages?
A
Unit Commander
5
Q
What is the primary purpose of managing Air Force information?
A
Effectively and efficiently enhance the Air Force mission
6
Q
Which of the following are ways we manage information in support of information resources management?
A
security and privacy
7
Q
What stage of the life cycle management provides preservation?
A
Storage
8
Q
What is the objective of the electronic communications program?
A
Create clear, efficient, and effective communications
9
Q
Which plain language element emphasizes the need to put your main message up front?
A
logical organization
10
Q
Which plain language element reinforces the message that the document is intended for the reader?
A
Pronouns
11
Q
on the average, about what percentage of communication do you write in the active voice to communicate effectively?
A
75
12
Q
Which is not a Form Memorandum?
A
Fill-Out
13
Q
What type of Air Force correspondence receives the most indorsements?
A
Memorandums
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
15
Q
Multipurpose written briefs that provide information, forward items of interest, or summarize problems are?
A
bullet background papers
16
Q
Who has the responsibility to ensure the intended receiver receives the tasking?
A
Sender
17
Q
When an AutoArchive storage process is used what type of folder is created?
A
Personal
18
Q
Once an item is archived how is it deleted?
A
Manually
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
20
Q
Which mail class is for use only by authorized publishers and reigistered news agents?
A
Periodicals
21
Q
When should you use certified mail?
A
When require by law or DoD or Air force directives
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
23
Q
Which is an accurate example of an accountable container number?
A
UUB-08-058
24
Q
The best choice for ensuring accountable containers stay in a controlled environment is to mail them?
A
registered
25
What level of damage to national security could reasonably be expected if unauthorized disclosure of TS information occurred?
Grave
26
What type of classification decision invloves information that is paraphrased or restated?
Derivative
27
What is an knowing, willful, or negligent action contrary to the requirements of Executive Order 12958 that is not a security violation?
Infraction
28
What must you do when you find classified material out of proper control?
Take custody of the material and safeguard it
29
What is not a facotr in releasing classified information?
Rank
30
Who determines whether the recipient has a legitimate need for access to the classified information?
Possessor
31
Top secret material should never be sent
through the base information transfer system
32
When is an outer container not required for the transfer of classified information?
Secret and below being entered into the BITS
33
What must you do when you mail materials of different classifications in one package?
Place all material in a single inner container
34
When you mail classified material, address container to the?
office that is to take action on it
35
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?
Every
36
Which of the following is not an example of an Air Force record?
Museum material
37
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?
Federal only
38
Once they are assigned, active duty personnel whose duties include filing, maintaining, and disposing of official records must be trained within
3 months
39
Who appoints a records custodian?
Chief of Office or Records (COR)
40
Who should know and implement the records maintenance, use, and disposition policies and procedures for records maintained?
Records custodian (RC)
41
By filling out summary information for documents you create, your final records will be
easier to manage and retrieve
42
How does the Air Force Records Information Management system ensure standardization and accuracy of every records series?
ensuring office air force wide use the same disposition instructions for records.
43
What type of labels does the Air Force Records information management system print
Subdivision
44
The air force reocrds information management system generates a file disposition control label for
each item listed on the file plan
45
How many disposition authorities table and rule are allowed per records series?
One
46
What identifies file records and provides the cutoff for the records?
Disposition guide cards
47
Where are labels palced on the file folder?
Placement is on the need of the office and is consistent
48
what informatio does not appear on a subdivision label?
cutoff
49
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?
File plan
50
What should you remove from a document prior to filing?
envelopes
51
why is the file paln filed as the first item in a filing sytem?
to help retrieve filed documents efficiently
52
What gives the reader a reference trail to follow whena document is located somewhere else?
Cross reference sheet
53
When using additional copies of a record for cross referencing how is the cross reference location identified?
Mark each copy by circling the appropriate file code showing where the duplicate copies are filed
54
Cross referencing provides more reliable files service as long as
excessive cross referencing is avoided
55
What determination must be made before a record can be loaned to an authoiezed person?
Period of time the record is needed
56
What is disposition when dealing with air force records?
desctruction of active records
57
What is disposition based when dealing with air force records?
time period or event
58
How does the records disposition program play a key role in the management of the Air Force?
Preservation of classified records.
59
How are long-term paper records 10 years or older handled?
Retired to authorized federal records centers
60
Who is authorized to approve the permanent retention of records?
archivist of the United States
61
When units change status but do not change function or mission, files are
continued and cut off the same way and at the same time as if no change of status had occurred.
62
The emergency disposal of records, without regard to tables and rules, is applied when the records
are a menace to health, life, or property
63
what is the first part of the plan when developing a vital records plan?
description of the records
64
each of the following is a description of files cutoff except
transfer of eligible records to the records staging area
65
which of the following is not a cutoff period?
quarterly
66
At least how many years remaining retention must records have to be shipped to a federal records center?
Three
67
What type of records does the SF 135 records transmittal and receipt, identify?
retirement to a federal records center, staging center, or transfer to another organization
68
what type of records does the staging area store?
permanent and temporary
69
who approves a waiver to keep small volumes of 2 to 8 year retention records in the current files area?
Base records manager (BRM)
70
What does the staging area review to determine what records are eligible for disposal and when?
SF From 135, Records Transmittal and Receipt before the end of each calendar year or fiscal year
71
To recycle Privacy Act (PA) material, what must recycling contracts include?
Specific contract clause on safeguarding privacy material until its destruction
72
Who does the office of primary responsibility submit an AF IMT 525, Records Disposition Recommendation to?
Records Manager (RM)
73
Which of the following is an objective for determining retention?
How much Air Force documentation is really essential.
74
What is the official daily publication for rules, proposed rules, and notices of federal agencies and organizations, and other presidential documents?
The Federal Register
75
What is one of the duties of the Air Force Federal Register Liaison Office (AFFRLO)?
Provide advice/guidance to Air Force personnel on publishing rules and notices.
76
The DoD policy on providing information on its activities in an open manner to the general public is to provide
a maximum amount of accurate and timely information concerning its activities
77
Who is responsible for preparing and coordinating on all proposed replies to a Freedom of Information Act (FOIA) requestor?
Freedom of Information Act (FOIA) manager
78
Who is the focal point for a FOIA portion of the installation web site?
FOIA manager
79
Who finds and provides the requested records and helps to determine whether to release the records?
Office of primary responsibility (OPR)
80
Who acts as the declassification authority when such action is appropriate and coordinates the release or denial of records?
Office of primary responsibility (OPR)
81
Freedom of Information Act request categorized as simple involve records that are
small in volume
82
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?
Secretary of the Air Force
83
An official system of records must be
authorized by law or executive order
84
Who is the focal point in a functional area for general Privacy Act questions?
PA Officer
85
What type of request allows other Air Force directives to give individuals acces to PA records?
Functional
86
to avoid conflicts or discrepencies, the best possible source for collecting personal data is
the subject of the record
87
When working with PA information, if more protection is needed for a system of records, be sure to balance the
additional protection measures against risk and cost
88
What is used to determine the disposal of PA records?
Records retention schedule
89
Which element of a PA statement shows the reason you are collecting the information?
Purpose
90
What type of information should be considered and protected as For Official Use Only (FOUO)?
Information that may be withheld because disclosure would cause a foreseeable harm to an interest protected by the freedom of information act
91
What actions are appropriate when unauthorized disclosure of FOUO records occurs?
Appropriate administrative actions to fix the cause, disciplinary actions as needed, and notify the originating organization.
92
when shoud FOUO marking on a file or document be terminated?
When circumstances indicate the information no longer requires protection from public disclosure.
93
Which of these processes is not a step in the publishing process of electronic products?
Producing
94
Who is authorized to serve as the point of contact for, provide coordination on, certify, and/or approve offical Air Force publication and forms?
Only civilian employees or military member of the Air Force
95
A special review of a publication or form is conducted when the
OPR decides a publication needs to be changed before its two-year review
96
When should you establish a formal paper version requirement for publications?
Mission related need only
97
Administrative changes to publications do not affect subject matter
content, authority, purpose, and application
98
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?
$5,000
99
To reduce costly, ineffective and redundant information collections and reporting requirements is the information collection and reports management programs'
purpose
100
What is the management tool used to monitor and control internal reporting requirements?
Reports control symbol
101
What collaboration services are available for electronic communication?
web conferencing, instant messaging, collaborative workspaces, application sharing
102
What enables user to communicate and interact with groups large and small, in real time, using high impact presentations and essential collaboration tools?
defense connect online
103
What collaborative tool provides comprehensive content management and enterprise searches?
Microsoft Office SharePoint
104
What the Air Force goal conerning accessibility to Internet resources?
Within acceptable risk, the goal provides personnel requiring access for official business maximum accessibility to Internet resources.
105
What continues to increase as a technique for obtaining and disseminating information worldwide?
Use of the web or web technologies
106
Name a few requirements that must be met for posting information on private web pages.
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
Who is the final approval authority for the Internet release package?
Unit Commander
108
What does information include?
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
What is the primary purpose of managing information effectively and efficiently?
to enhance the AF mission
110
What are five ways we manage information in support of information resources management?
Security, privacy, freedom of information, paperwork reduction, records preservation
111
What are the stages of life cycle management?
creation/collection, processing, dissemination, use, storage, disposition
112
How is communication defined?
The process of sharing ideas, information and messages with others.
113
What are the three parts of communications?
sender, message, receiver
114
What is the objective of the electronic communications program?
to create clear, efficient, and effective communications
115
How should you write to identify who is responsible for what actions?
active voice
116
What should the average sentence length be?
15-20 words
117
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?
multiple address memorandum
118
Where do the words "IN TURN" get typed on an IN TURN memorandum?
Type "IN TURN" in uppercase, one line below the last address of the MEMORANDUM FOR element aligned with the addresses
119
What are the three types of formats for form memorandums?
prewritten, fill-in, optional statement
120
What do indorsements add?
comments directly on the original memorandum, message, or previous indorsement
121
What are the two type of indorsements?
same page, separate page
122
What would you do if the indorsement does not fit and must be typed on a blank piece of bond paper?
use the separate page indorsement format
123
What type of letter is iused when warmth or sincerity is essential?
personal letter
124
What are the three type of memorandum for records?
separate page, explanatory, brief
125
What is a staff summary sheet used for?
to summarize staff work, to request action or to forward information
126
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?
talking papers
127
What type of paper is used to advocate or convince the reader on an argument or position?
position papers
128
What are the two classes of Air Force Electronic messaging?
Organizational HGS, SMTP
129
What class uses Fortezza cards to sign and encrypt organizational messages to ensure message integrity, non-repudiation, and accountability?
Organizational HGS
130
What takes advantage of DoD's robust and trusted PKI?
A signed and encrypted e-mail
131
Who is responsible for ensuring the record e-mails are properly filed for access and retrieval?
the user
132
What is replacing or supplementing formal Air Force formats for communications?
electronic messaging
133
What can easily be mistaken for angry defiance when you use capital letters, exclamation points and strong adjectives and adverbs?
positive enthusiasm
134
What is the most common mistake before sending e-mail?
check your attachments
135
What backup method stores your old items that are important but rarely used?
auto archive
136
What are the two ways you can archive?
automatically, manually
137
What are the steps to archive manually?
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
What is considered official mail?
Official US government business
139
What is the term referring to the total system that collects, processes, and delivers communications?
BITS
140
Who is responsible for establishing a BITS to provide on-base distribution of communications?
Installation Commander
141
Who acts as the bridge between the action office and the OMC?
ADO
142
What office uses and or reponds to official communications?
Action Office
143
What is done with the undelivered mail containing the endorsement "DO NOT FORWARD" at the end of the workday?
Must be stored in a classified storage container
144
If you are susupicious of a mailing and you are unable to verify the contents with the addressee or sender what should you do?
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
Name five ways to identify a suspicious package?
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
Those most secure service the USPS system offers?
Registered
147
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.
Signature Confirmation
148
Mail sealed against inspections?
First-Class
149
Provides a recipient to the sender and a record of delivery?
Certified
150
Fastest service offered by the USPS?
Express
151
What type of mail class can not be used to send personal correspondence?
Standard Mail
152
Who acts as the agent for all official on-base activities?
BITS
153
What is considered as "accountable mail"?
Communications for which accountability must be maintained.
154
What does the Air Force use to help control the communications while in Air Force channels?
Container numbers
155
What is the best choice for ensuring accountable mail containers remina in a controlled environment?
Registered Mail
156
When you receive an accountable mail container from the acitivity disctribution officer or the OMC, what should you do?
Compare the container number with the number listed on the container receipt to make sure you're signing for the correct package.
157
When a respone is not received on a receipt for classified information, whithin what time frame is a tracer action done?
Tracer action is initiated 30 days for material sent within the continental US or 45 days for material sent outside the continental US
158
Refers to information or material of which unauthorized disclosure could reasonably be expected to cause serious damage to national security?
Secret
159
Refers to information or material of which unauthorized disclosure could reasonable be expected to cause exceptionally grave damage to national security?
Top Secret
160
Refers to information or material of which unauthorized disclosure could reasonably be expected to cause damage to national security?
Confidential
161
What are two classification decisions?
Original, Derivative
162
Who may originally classify documents?
Only individuals occupying positions specifically authorized in writing may classify documents originally.
163
What is an orginial classification?
Initial decision that an item needs to be classified.
164
Under what circumstances is information derivatively classified?
When it is extracted, paraphrased, restated, or generated in a new form.
165
What will a security investigation identify?
Appropriate corrective actions are immediately implemented to prevent future security incidents.
166
Define a "security violation."
Any knowing, willful, or negligent action that could reasonably be expected to result in an authorized disclosure of classified information.
167
What is a compromise?
When unauthorized individuals have had access to the classified information.
168
What should you do if you find classified material out of proper control?
Take custody of and safeguard the material, if possible, and immediately report it to their commander, or equivalent, supervisor or security manager.
169
What is required for a person to receive classified information?
The need-to-know, proper security clearance, and a signed nondisclosure agreement.
170
How can you determine a person's security clearance?
Joint Personal Adjudication System, confirmation from security manager, and clearence level on orders.
171
Who is responsible for determing an individual's "need to know" for classified information?
The authorized possessor of the classified information.
172
Who is responsible for ensuring individuals who need access to classified information sign the SF 312?
The unit commander or staff agency chiefs.
173
Which classification of information may be transmitted through BITS?
Secret and Confidential
174
Which method is used when transmitting Top Secret material to an installation serviced by diplomatic pouch?
The Department of State diplomatic courier service
175
When classified material is transmitted from one place to another, how should it be contained?
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
When is it not required to use an outer container for Secret, Confidential or Unclassified information?
When entering Secret and below material into the OMC
177
To whom is classified material addressed?
An official government activity and not to a person
178
What is included on the inner container of a classified package?
The complete mailing address of the sending and receiving activities, security classification markings, and any applicable special instructions.
179
What plays a vital role in managing and operating Air Force Activities?
Records
180
Whose rights must be protected through the proper implementation of the records management program?
Protects the rights of the US government and of persons diretly affected by the AF actions
181
What are Draft Records?
Those than can be altered and have not been signed or officially released.
182
What are Final Records?
Those that have been signed, officially released, and cannot be altered.
183
How must Air Force units at all levels manage records?
Systematically to make sure they are complete, accurate, trustworthy, and easily accessible.
184
Place an X by the items that qualify as records.
electronic versions of maps, photographs received by an agency of the US Government
185
What records relate solely to an individual's private affair?
personal
186
Manages the base staging area.
RM
187
Ensure office of records receive a staff assistance visit at least every 24 months.
Farm
188
Ensures records custodians attend record management training.
COR
189
Maintains the office files plan and accountability for active and inactive records.
RC
190
Ensure all personnel who create, maintain, and dispose of records, attend records management training.
COR
191
Trains all personnel within three months of assignment, whose duties include filing, maintaining, and disposing of records.
RM
192
The BRM ensure offices of record receives a SAV how often?
RM ensures office of records receive a SAV at least every 24 months
193
What is a staging area used for?
For temporary storage of records pending destruction of transfer to a federal records center
194
How should you save e-mails?
Save emails in message format to keep all attachments intact and to store files in their native format.
195
What contributed to the need for an ERM solution?
Email revolutionized the flow of communication and significantly contributed to the need for an ERM solution.
196
Who will work together to create an effective, base wide e-record file structure?
BRMs, NCC staff, and CSAs
197
What happens to a document after it is signed or approved by an authorized authority?
The document becomes a record and must be transferred to the shared drive designated for records to ensure proper lifecycle management
198
Who must monitor the e-file box and assist and or file the records in the box?
the FARM and RC
199
Why do we want to fill out the summary information on documents we create?
Final records will be easier to manage and retrieve
200
How does AFRIMS ensure standardization and accuracy of every record series?
By ensuring offices AF wide uses the same disposition instructions for records
