3d051 Volume 1
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Information Management - Records, Publications, Forms, and Official Mail
- 1.The Air Force Portal provides essential online resources for the Air Force at a single location, and it also does the following except?
- A.
The Air Forces vision of how we eliminate duplication
- B.
Integrate Air Force systems
- C.
Provide easy access to information
- D.
Provide, faster reliable service
- 2.
- A.
Web master
- B.
Unit commander
- C.
Information provider
- D.
Web page maintainer
- 3.
- A.
Commander's organization, commercial and DSN phone number, and e-mail
- B.
Information provider's organization, commercial and DSN phone number, and e-mail
- C.
Web page maintainer's organization, commercial and DSN phone number, and e-mail
- D.
Emergency contact information to include, commercial, DSN, home telephone numbers
- 4.
- A.
Web master
- B.
Unit commander
- C.
Information provider
- D.
Web page maintainer
- 5.
- A.
Document past actions of historical value
- B.
Provide effective control of Privacy Act (PA) material
- C.
Comply with Air Force horizon vision documents
- D.
Effectively and efficiently enhance Air Force mission
- 6.
- A.
Storage and privacy
- B.
Security and Privacy
- C.
Storage and disposition
- D.
Security and disposition
- 7.
- A.
Use
- B.
Storage
- C.
Disposition
- D.
Dissemination
- 8.
- A.
Create clear, efficient, effective communications
- B.
Keep formats up-to-date with changing technologies
- C.
Use standard Air Force formats for all communications
- D.
Prepare correspondence consist with day-to-day requirements
- 9.
- A.
Active voice
- B.
Short sentences
- C.
Common words
- D.
Logical organization
- 10.
- A.
Pronouns
- B.
Active voice
- C.
Short sentences
- D.
Common words
- 11.On the average, what what percentage of communication do you write in active voice to communicate effectively?
- A.
15
- B.
25
- C.
50
- D.
75
- 12.
- A.
Fill-in
- B.
Fill-out
- C.
Prewritten
- D.
Optional statement
- 13.
- A.
Messages
- B.
Memorandums
- C.
Personal letters
- D.
Staff summaries
- 14.
- A.
Brief
- B.
Official
- C.
Explanatory
- D.
Separate page
- 15.Multipurpose written briefs that provide information, forward items of interest, or summarize problems are
- A.
Briefings
- B.
Position papers
- C.
Bullet background papers
- D.
Memorandums for record
- 16.
- A.
Sender
- B.
Receiver
- C.
Supervisor
- D.
Commander
- 17.When an AutoArchive storage process is used what type of folder is created?
- A.
Public
- B.
Private
- C.
Shared
- D.
Personal
- 18.Once an item is archived how is it deleted?
- A.
Manually
- B.
Automatically
- C.
Deleted permanently
- D.
Moved to another archived location
- 19.
- A.
Place in an opaque container and have the highest-ranking individual take it home
- B.
Inspect to determine classification of contents and return to sender
- C.
Return to the base information transfer center for safeguarding
- D.
Store in a classified storage container
- 20.
- A.
Priority
- B.
First class
- C.
Periodicals
- D.
Standard mail
- 21.When should you use certified mail?
- A.
When using consolidated mail
- B.
When required by law or Department of Defense (DOD) or Air Force directives
- C.
When the contents are valuable and a receipt is needed
- D.
When you need to trace communications sent between Air Force activities
- 22.
- A.
DD Form 2825, Internal Receipt; and AF Form 310, Document Receipt and Destruction Certificate
- B.
AF Form 74, Communication Status Notice/Request; and DD Form 2825, Internal Receipt
- C.
Container numbers and AF Form 310, Document Receipt and Destruction Certificate
- D.
Container numbers and DD Form 2825, Internal Receipt
- 23.
- A.
2008-UUB-058
- B.
UUB-2008-5858-008-UUB
- C.
UUB-08-058
- D.
58-008-UUB
- 24.The best choice for ensuring accountable containers stay in a controlled environment is to mail them
- A.
Insured
- B.
Express
- C.
Certified
- D.
Registered
- 25.
- A.
Grave
- B.
Serious
- C.
Exceptionally serious
- D.
Exceptionally grave
- 26.
- A.
Original
- B.
Compiled
- C.
Derivative
- D.
Consolidated
- 27.
- A.
Sanction
- B.
Violation
- C.
Infraction
- D.
Compromise
- 28.
- A.
Inventory material and destroy
- B.
Take custody of the material and safeguard it
- C.
Leave it where it is and contact security forces to investigate
- D.
Determine who has the responsibility for the material and return it
- 29.
- A.
Rank
- B.
Need to know
- C.
Security clearance
- D.
Nondisclosure agreement
- 30.Who determines whether the recipient has a legitimate need for access to the classified information?
- A.
Possessor
- B.
Commander
- C.
Security manager
- D.
Original classifier
- 31.Top Secret material should never be sent
- A.
Between appropriately cleared and designated persons
- B.
Through the base information transfer system
- C.
Over a cryptic system
- D.
By defense courier service
- 32.When is an outer container not required for the transfer of classified information?
- A.
Secret and below being entered intot he base information transfer system
- B.
Confidential material being sent to or from Army Post Office (APO) addresses
- C.
Transmitting to Department of Defense (DOD) contractors or Non-DOD agencies
- D.
Secret materials sent oversees by the US Postal Service
- 33.
- A.
Separate each classification with a receipt
- B.
Place all material in a single inner container
- C.
Place each classification in a separate inner container
- D.
Do not mail different classifications of material in one package
- 34.When you mail classified material, address containers to the
- A.
Unit Top Secret control officer
- B.
Office that is to take action on it
- C.
Base information security program manager
- D.
Specific person identified as the point of contact
- 35.Air Force units at what level must document their organization, function, and activities and preserve their records by implementing effective life cylce management procedures within their areas of responsibility?
- A.
Every
- B.
Group
- C.
Wing
- D.
Major command (MAJCOM)
- 36.
- A.
Magnetic tapes
- B.
Motion pictures
- C.
Museum materials
- D.
Machine readable material
- 37.
- A.
State only
- B.
Federal only
- C.
Personal only
- D.
State and federal only
- 38.Once they are assigned, active duty personnel whose duties include filing, maintaining, and disposing of official records must be trained within
- A.
1 month
- B.
3 months
- C.
4 months
- D.
6 months
- 39.
- A.
Base records manager (BRM)
- B.
Command records manager (CRM)
- C.
Chief of the Office of Record (COR)
- D.
Functional area records manager (FARM)
- 40.
- A.
Records custodian (RC)
- B.
Base records manager (BRM)
- C.
Chief of the Office of Record (COR)
- D.
Functional area records manager (FARM)
- 41.By filling out summary information for documents you create, your final records will be
- A.
Easier to manage or retrieve
- B.
Harder to manage or retrieve
- C.
Somewhat complex and hard to retrieve
- D.
Somewhat complex and easier to retrieve
- 42.
- A.
Using a standard format for all Air force file plans
- B.
Centralizing all records management functions Air Force-wide
- C.
Controlling the life cycle of all records series used throughout the Air Force
- D.
Ensuring offices Air Force-wide use the same disposition instructions for records
- 43.
- A.
File drawer
- B.
Subdivision
- C.
Locator guide card
- D.
Decision logic table
- 44.The Air Force Records Information Management System (AFRIMS) generates a file disposition control label for
- A.
Each item listed on the file plan
- B.
Each subdivision identified on the file plan
- C.
Only the local record series on the file plan
- D.
Only the permanent record series on the file plan
- 45.
- A.
One
- B.
Two
- C.
Three
- D.
Four
- 46.
- A.
File folders
- B.
Subdivision labels
- C.
Locator guide cards
- D.
Disposition guide cards
- 47.
- A.
On the left
- B.
On the right
- C.
In the center
- D.
Placement is based on the needs of the office and is consistent
- 48.
- A.
Title
- B.
Cutoff
- C.
Item number
- D.
Office of record
- 49.
- A.
File plan
- B.
Decision logic table
- C.
Disposition control label
- D.
Records disposition schedule (RDS)
- 50.
- A.
Envelopes
- B.
Attachments
- C.
Staples and fasteners
- D.
Destruction certificate
- 51.
- A.
The file plan falls under table 1-1, rule 01
- B.
To help retrieve filed documents efficiently
- C.
It's the table of contents for the filing system
- D.
The filing system doesn't identify the file plan
- 52.
- A.
File plan
- B.
Directory
- C.
Memo for record
- D.
Cross-reference sheet
- 53.When using additional copies od a record for cross-referencing, how is the cross-reference location identified?
- A.
Attach a cross-reference sheet to each copy of the record
- B.
Write "cross-referenced" across the top of each copy of the record
- C.
Mark each copy by circling the appropriate file code showing where the duplicate copies are file
- D.
Annotate each copy with a list of each location where the record is filed and a justification for the additional copies
- 54.Cross-referencing provides more reliable files service as long as
- A.
Excessive cross-referencing is avoided
- B.
Written instructions are filed with each record
- C.
All records are given a cross-reference location
- D.
Cross-reference are detailed and very descriptive
- 55.
- A.
Period of time the record is needed
- B.
Number of copies the individual will make
- C.
Frequency of reference to the requested material
- D.
How many people will have access to the records
- 56.
- A.
Destruction of active records
- B.
Actions taken with inactive records
- C.
Time when you stop filing in the active records
- D.
Eradication process used for the records staging area
- 57.
- A.
Time period or event
- B.
Specific action or disposition
- C.
Disposal method or time period
- D.
Retention period or specific action
- 58.
- A.
Preservation of classified records
- B.
Economic and efficient management
- C.
Enduring value for temporary records
- D.
Reference tools for commander's decisions
- 59.
- A.
Kept in the active file until destroyed
- B.
Placed in the inactive file until destroyed
- C.
Retired to authorized federal records centers
- D.
Disposed through the functional area records manager
- 60.
- A.
Air Force records manager
- B.
Archivist of the United States
- C.
United States records manager
- D.
National archives and records administration
- 61.When units change status but do not change function or mission, files are
- A.
Sent to the records staging area for the rest of their retention period
- B.
Cut off the day before the effective date and kept as a separate entity
- C.
Cut off the same day after the effective date and kept by the current office as usual
- D.
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
- A.
Destruction by hostile or potentially hostile action is an ever-present danger
- B.
Do not protect legal or financial rights of individuals of the Air Force
- C.
Are considered valuable enough to warrant preservation
- D.
Are a menace to health, life, or property
- 63.
- A.
Identify the records
- B.
Description of the records
- C.
Specific measures for storing copies
- D.
Determine the most critical function
- 64.Each of the following is a description of files cutoff except
- A.
Physically stop adding records to a series
- B.
Separating active records from inactive records
- C.
Transfer of eligible records to the records staging area
- D.
Point in time when records are no longer placed in an active file
- 65.
- A.
Monthly
- B.
Quarterly
- C.
Fiscal year (CY)
- D.
Calendar year (CY)
- 66.At least how many years remaining retention must records have to be shipped to a federal records center?
- A.
Two
- B.
Three
- C.
Eight
- D.
Nine
- 67.
- A.
Records for transfer to another organization
- B.
Retirement to a federal records center or staging center only
- C.
Transfer to another organization or retirement to a staging center only
- D.
Retirement to a federal records center, staging area, or transfer to another organization
- 68.
- A.
Perpetual and temporary
- B.
Perpetual and transitory
- C.
Permanent and temporary
- D.
Permanent and transitory
- 69.
- A.
Base records manager (BRM)
- B.
Command records manager (CRM)
- C.
Chief of the Office of Record (COR)
- D.
Functional are records manager (FARM)
- 70.
- A.
Disposition control label
- B.
Disposition control label, before the end of each calendar of fiscal year
- C.
SF 135, Records and Transmittal Receipt before the end of each calendar year (CY) or fiscal year (FY)
- D.
SF 135, Records and Transmittal Receipt
- 71.To recycle Privacy Act (PA) material, what must recycling contracts include?
- A.
Specific contract clause on safeguarding privacy material until its destruction
- B.
Specific contract employees authorized to handle for official use only (FOUO) materials
- C.
Guidelines for transferring materials to the contract destination
- D.
Fee schedules for protecting and processing FOUO materials
- 72.
- A.
Records manager (RM)
- B.
Records custodian (RC)
- C.
Command records manager (CRM)
- D.
Functional area records manager (FARM)
- 73.
- A.
Whether the retention period can be increased
- B.
How much Air Force documentation is really essential
- C.
How many records designated as "temporary" are of real enduring value
- D.
Whether the records efficiently document individual activities and transactions
- 74.
- A.
The Federal Register
- B.
The Federal Requirements
- C.
The Product Announcement
- D.
The Information Collection Report
- 75.
- A.
Act as the multiple point of contact with all office of the federal registrar
- B.
Provide advice/guidance to Air Force personnel on publishing rules and notices
- C.
Describe procedures by which to conduct business with the public
- D.
Maintain copies of certificates of determination
- 76.The Department of Defense's (DOD) policy on providing information on its activities in an open manner to the general public is to provide
- A.
All information concerning its activities
- B.
Only unclassified information concerning its activities
- C.
Accurate and timely information on a need-to-know basis
- D.
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 (FOIA) requestor?
- A.
Office of primary responsibility (OPR)
- B.
Initial denial authority
- C.
Disclosure authority
- D.
Freedom of Information (FOIA) manager
- 78.
- A.
FOIA manager
- B.
System manager
- C.
Installation commander
- D.
Director, communication and information
- 79.
- A.
Office of primary responsibility (OPR)
- B.
Disclosure authority
- C.
Freedom of Information (FOIA)
- D.
Requestor
- 80.
- A.
Freedom of Information (FOIA) manager
- B.
Office of primary responsibility (OPR)
- C.
Information security program manager
- D.
Disclosure authority
- 81.Freedom of Information (FOIA) requests categorized as simple involve records that are
- A.
Privileged
- B.
Easy to read
- C.
Small in volume
- D.
Highly accessible
- 82.
- A.
Privacy Act (PA) officer
- B.
Defense privacy office
- C.
Secretary of the Air Force
- D.
Director, communications and information
- 83.An official system of records must be
- A.
Authorized by law or executive order
- B.
Used to retrieve information on individuals
- C.
Controlled by a Department of Defense directive
- D.
Organized in accordance with the Federal Register
- 84.
- A.
System manager
- B.
PA officer
- C.
PA monitor
- D.
Air Force employees
- 85.
- A.
Official
- B.
Directed
- C.
Functional
- D.
Informational
- 86.To avoid conflicts or discrepancies, the best possible source for collecting personal data is
- A.
Personnel roster
- B.
The subject of record
- C.
Close friends of the member
- D.
Other data systems holding the information
- 87.When working with Privacy Act (PA) information, if more protection is needed for a system of records, be sure to balance the
- A.
Acceptable losses with the system expenses
- B.
Additional protection measures against risk and cost
- C.
Quantity of information stored against the security measures required
- D.
Organizational mission with the time restraints imposed by security officials
- 88.What is used to determine the disposal of Privacy Act (PA) records?
- A.
For Official Use Only (FOUO) register
- B.
Squadron policy
- C.
Records retention schedule
- D.
Privacy Act (PA) disposition list
- 89.
- A.
Authority
- B.
Purpose
- C.
Routine uses
- D.
Disclosure
- 90.
- A.
Information that has been given a security classification
- B.
Unclassified information that is being processed in a foreign country
- C.
Classified information that contains FOUO information
- D.
Information that may be withheld because disclosure would cause a forseeable harm to an interest protected by the freedom of information act
- 91.
- A.
Corrective administrative actions, criminal investigation, and notify originating organization
- B.
Appropriate administrative actions to fix the cause, disciplinary actions as needed, and notify the originating organization
- C.
Process paperwork for criminal or civil sanctions, brief all personnel of occurrence, and notify the originating organization
- D.
Notify originating organization, follow guidance provided by that organization, and investigate all events that lead to the occurrence
- 92.When should For Official Use Only (FOUO) markings on a file or document be terminated?
- A.
When placed in the inactive file
- B.
Only when documents have been marked for destruction
- C.
When a request for the records has been made under the freedom of information act
- D.
When circumstances indicate the information no longer requires protection from public disclosure
- 93.
- A.
Producing
- B.
Formatting
- C.
Posting
- D.
Storing
- 94.
- A.
Any civilian employee
- B.
Any contractor employee
- C.
Any foreign national employee
- D.
Only civilian employees or military members of the Air Force
- 95.A special review of a publication or form is conducted when the
- A.
Point of contact (POC) decides a publication needs to be changed before its one-year review
- B.
POC decides a publication needs to be changed before its two-year review
- C.
Office of primary responsibility (OPR) decides a publication needs to be changed before its one-year review
- D.
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?
- A.
Mission-related need only
- B.
Access to an official electronic source of publications
- C.
Mission-related need and access to an official electronic source of publications
- D.
Defense automated printing service approval and access to an offcial electronic source of publications
- 97.Administrative changes to publications do not affect subject matter
- A.
Content only
- B.
Authority only
- C.
Purpose only
- D.
Content, authority, purpose, and application
- 98.Up to what amount is the fine that may be imposed for maintaining a Privacy Act (PA) record system that has not been published in the Federal Register or for making unauthorized disclosure?
- A.
$5,000.00
- B.
$10,000.00
- C.
$15,000.00
- D.
$20,000.00
- 99.To reduce costly, ineffective, and redundant information collections and reporting requirements is the ingormation collection and reports management programs'
- A.
Goals
- B.
Mission
- C.
Purpose
- D.
Objective
- 100.
- A.
Reports control symbol
- B.
Unit reporting document
- C.
Information collection and reports
- D.
Records information management system
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