CDC 3d051 Vol. 1 UREs

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  • 1/101 Questions

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

    • The Air Force's vision of how we eliminate duplication
    • Integrate Air Force systems
    • Provide easy access to information
    • Provide faster, reliable service
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CDC Quizzes & Trivia
About This Quiz

Knowledge Operations Management Journeyman
Volume 1. Information Management- records, publications, forms, and official mail
UREs

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  • 2. 

    (002) Who is the approval authority for the public Web pages?

    • Web master

    • Unit commander

    • Information provider

    • Web page maintainer

    Correct Answer
    A. Unit commander
    Explanation
    The approval authority for the public Web pages is the unit commander. This means that the unit commander has the final say in approving the content that is published on the public Web pages. They are responsible for ensuring that the information provided is accurate, appropriate, and aligns with the goals and objectives of the unit. The unit commander holds the authority to review and authorize any updates or changes to the Web pages before they are made public.

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  • 3. 

    (002) What information is required for all top-level private Web pages?

    • Commander's organization, commercial and DSN phone number, and e-mail

    • Information provider's organization, commercial and DSN phone number, and e-mail

    • Web page maintainer's organization, commercial and DSN phone number, and e-mail

    • Emergency contact information to include commercial, DSN, home telephone numbers

    Correct Answer
    A. Web page maintainer's organization, commercial and DSN phone number, and e-mail
    Explanation
    The correct answer is "Web page maintainer's organization, commercial and DSN phone number, and e-mail." This information is required for all top-level private Web pages in order to identify and contact the person responsible for maintaining the webpage. It allows for communication regarding any issues, updates, or inquiries related to the webpage.

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  • 4. 

    (002) Who is the approval authority for the private Web pages?

    • Web master

    • Unit commander

    • Information provider

    • Web page maintainer

    Correct Answer
    A. Unit commander
    Explanation
    The approval authority for private web pages is typically the unit commander. They have the final say and authority to approve the content and ensure it aligns with the unit's objectives and regulations. The unit commander is responsible for overseeing the web pages and ensuring they meet the necessary standards and guidelines.

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  • 5. 

    (003) What is the primary purpose of managing Air Force information?

    • Document past actions of historical value

    • Provide effective control of Privacy Act (PA) material

    • Comply with Air Force horizon vision documents

    • Effectively and efficiently enhance the Air Force mission

    Correct Answer
    A. Effectively and efficiently enhance the Air Force mission
    Explanation
    The primary purpose of managing Air Force information is to effectively and efficiently enhance the Air Force mission. This means that managing information is crucial for supporting and improving the overall mission of the Air Force. It involves organizing, storing, and utilizing information in a way that maximizes its value and contributes to the success of the Air Force's objectives and goals.

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  • 6. 

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

    • Storage and privacy

    • Security and privacy

    • Storage and disposition

    • Security and disposition

    Correct Answer
    A. Security and privacy
    Explanation
    The correct answer is "Security and privacy". Managing information in support of information resources management involves ensuring the security and privacy of the information. This includes implementing measures to protect the information from unauthorized access, use, disclosure, or alteration, as well as maintaining the confidentiality, integrity, and availability of the information. By prioritizing security and privacy, organizations can effectively manage their information resources and mitigate potential risks and threats.

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  • 7. 

    (003) What stage of the life cycle management provides preservation?

    • Use

    • Storage

    • Disposition

    • Dissemination

    Correct Answer
    A. Storage
    Explanation
    Storage is the stage of the life cycle management that provides preservation. During the storage stage, data or information is kept in a secure and controlled environment to ensure its integrity, availability, and longevity. This includes storing physical documents in a secure facility or storing digital files in a secure server or cloud storage. By properly storing and preserving data, organizations can ensure that it remains accessible and usable for future needs or reference.

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  • 8. 

    (004) What is the objective of the electronic communications program?

    • Create clear, efficient, and effective communications

    • Keep formats up-to-date with changing technologies

    • Use standard Air Force formats or all communications

    • Prepare correspondance consistent with day-to-day requirements

    Correct Answer
    A. Create clear, efficient, and effective communications
    Explanation
    The objective of the electronic communications program is to create clear, efficient, and effective communications. This means that the program aims to ensure that the messages being communicated electronically are easy to understand, are delivered in a timely manner, and achieve their intended purpose. By focusing on clarity, efficiency, and effectiveness, the program helps to enhance communication within the organization and improve overall productivity.

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  • 9. 

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

    • Active voice

    • Short sentences

    • Common words

    • Logical organization

    Correct Answer
    A. Logical organization
    Explanation
    Logical organization emphasizes the need to put the main message up front by structuring the content in a clear and coherent manner. When information is logically organized, the main message is usually presented at the beginning, allowing the reader to quickly grasp the key point. This approach helps to avoid confusion and ensures that the main message is easily understood by the audience.

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  • 10. 

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

    • Pronouns

    • Active voice

    • Short sentences

    • Common words

    Correct Answer
    A. Pronouns
    Explanation
    Pronouns reinforce the message that the document is intended for the reader because they directly address the reader and create a sense of personal connection. By using pronouns such as "you" or "we," the document acknowledges the reader's presence and involvement, making the content more relatable and engaging. This helps to establish a clear and direct communication between the writer and the reader, enhancing the document's effectiveness in conveying its intended message.

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  • 11. 

    (004) On the average, about what percentage of communication do you write in the active voice to communicate effectively?

    • 15

    • 25

    • 50

    • 75

    Correct Answer
    A. 75
    Explanation
    The correct answer is 75 because using the active voice in communication is generally considered more effective and direct. Writing in the active voice helps to clearly convey the subject performing the action, making the message easier to understand. By using the active voice, the writer can provide a stronger and more impactful message, which is why it is preferred in most cases. Therefore, it is recommended to write around 75% of communication in the active voice to effectively communicate.

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  • 12. 

    (004) Which is not a Form Memorandum?

    • Fill-in

    • Fill-out

    • Prewritten

    • Optional statement

    Correct Answer
    A. Fill-out
    Explanation
    A form memorandum is a prewritten document that is used to communicate information within an organization. "Fill-in" and "prewritten" are both examples of form memorandums because they are already written and can be filled in with specific details. "Optional statement" is also a form memorandum because it is a prewritten statement that can be included or omitted as needed. "Fill-out" is not a form memorandum because it refers to the action of completing a form or document, rather than being a prewritten document itself.

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  • 13. 

    (005) What type of Air Force correspondance receives the most indorsements?

    • Messages

    • Memorandums

    • Personal letters

    • Staff summaries

    Correct Answer
    A. Memorandums
    Explanation
    Memorandums receive the most endorsements in Air Force correspondence. Endorsements are additional notes or comments added to a document by higher-ranking officials for approval or further action. Memorandums are commonly used for official communication within the Air Force, and due to their formal nature and wide distribution, they often require multiple endorsements from various personnel. Messages, personal letters, and staff summaries may also receive endorsements, but memorandums tend to have the highest frequency of endorsements.

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  • 14. 

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

    • Brief

    • Official

    • Explanatory

    • Separate page

    Correct Answer
    A. Separate page
    Explanation
    A separate page memorandum for record is an in-house document used to record information that would not be recorded in writing otherwise. This type of memorandum is typically used to document informal discussions, decisions, or actions that are not part of official records. It allows for the recording of important information that may be needed for future reference or clarification, but does not require the formality of an official memorandum.

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  • 15. 

    (005) Multipurpose written briefs that provide information, forward items of interest, or summarize problems are

    • Briefings

    • Position papers

    • Bullet background papers

    • Memorandums for record

    Correct Answer
    A. Bullet background papers
    Explanation
    Bullet background papers are multipurpose written briefs that provide information, forward items of interest, or summarize problems. They are concise and to the point, using bullet points to highlight key information. Unlike position papers, which argue a specific point of view, bullet background papers are neutral and objective, presenting facts and analysis without bias. They are often used in government or business settings to inform decision-makers and facilitate discussions. Memorandums for record are written records of important information or decisions, while briefings are oral presentations of information.

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  • 16. 

    (006) Who has the responsibility to ensure the intended receiver receives the tasking?

    • Sender

    • Receiver

    • Supervisor

    • Commander

    Correct Answer
    A. Sender
    Explanation
    The responsibility to ensure that the intended receiver receives the tasking lies with the sender. As the one initiating the communication, it is the sender's duty to ensure that the message is successfully transmitted to the intended recipient. This includes taking necessary steps to verify the receiver's availability, confirming their understanding of the task, and addressing any potential barriers or obstacles that may hinder the delivery. By actively taking on this responsibility, the sender ensures effective communication and increases the chances of successful task completion.

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  • 17. 

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

    • Public

    • Private

    • Shared

    • Personal

    Correct Answer
    A. Personal
    Explanation
    When an AutoArchive storage process is used, a "Personal" folder is created. This folder is specific to each individual user and allows them to store and organize their archived emails and other items. The Personal folder is separate from any public, private, or shared folders, and is only accessible by the user who owns it.

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  • 18. 

    (007) Once an item is archived how is it deleted?

    • Manually

    • Automatically

    • Deleted permanently

    • Moved to another archived location

    Correct Answer
    A. Manually
    Explanation
    Once an item is archived, it is not automatically deleted or moved to another archived location. Instead, it requires manual intervention to delete the item. This means that a person needs to actively select and delete the archived item for it to be permanently removed from the system.

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  • 19. 

    (008) What must you do with unsealed containers endorsed "DO NOT FORWARD" that remain in action offices at the close of business?

    • Place in an opaque container and have the highest-ranking individual take it home

    • Inspect to determine classification of contents and then return to sender

    • Return to the base information transfer center for safeguarding

    • Store in a classified storage container

    Correct Answer
    A. Store in a classified storage container
    Explanation
    Unsealed containers endorsed "DO NOT FORWARD" should be stored in a classified storage container. This ensures that the contents are kept secure and protected from unauthorized access. Storing them in a classified storage container also helps in maintaining the confidentiality and integrity of the information contained within the containers.

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  • 20. 

    (009) Which mail class is for use only by authorized publishers and registered new agents?

    • Priority

    • First class

    • Periodicals

    • Standard mail

    Correct Answer
    A. Periodicals
    Explanation
    Periodicals is the correct answer because this mail class is specifically designed for authorized publishers and registered new agents. It allows them to send magazines, newspapers, and other periodical publications at a lower postage rate. This class requires certain qualifications and eligibility criteria to be met by the sender, ensuring that only authorized publishers and registered new agents can use it.

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  • 21. 

    (009) When should you use certified mail?

    • When using consolidated mail

    • When required by law or Department of Defense (DOD) or Air Force directives

    • When the contents are valuable and a receipt is needed

    • When you need to trace communications sent between Air Force activities

    Correct Answer
    A. When required by law or Department of Defense (DOD) or Air Force directives
    Explanation
    Certified mail should be used when required by law or Department of Defense (DOD) or Air Force directives. This means that there are specific legal or regulatory requirements that mandate the use of certified mail in certain situations. Using certified mail ensures that there is a record of the mail being sent and received, providing proof of delivery and receipt. This can be important when dealing with sensitive or official communications, as it allows for tracking and verification of the mail's whereabouts.

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  • 22. 

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

    • DD Form 2825, Internal Receipt; and AF Form 310, Document Receipt and Destruction Certificate

    • AF Form 74, Communications Status Notice/Request; and DD Form 2825, Internal Receipt

    • Container numbers and AF Form 310, Document Receipt and Destruction Certificate

    • Container numbers and DD Form 2825, Internal Receipt

    Correct Answer
    A. Container numbers and DD Form 2825, Internal Receipt
    Explanation
    Container numbers and DD Form 2825, Internal Receipt enable us to trace a container from the sender through the base information transfer system into the US Postal Service, and on to the receiver. The container numbers provide a unique identifier for the container, allowing it to be tracked throughout the shipping process. The DD Form 2825, Internal Receipt is a document that records the receipt of the container at various stages of the shipping process, providing a paper trail that can be used to trace its journey. Together, these two items provide the necessary information to track the container from sender to receiver.

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  • 23. 

    (010) Which is an accurate example of an accountable container number?

    • 2008-UUB-058

    • UUB-08-058

    • UUB-08-058

    • 58-008-UUB

    Correct Answer
    A. UUB-08-058
    Explanation
    The correct answer is UUB-08-058. This is an accurate example of an accountable container number because it follows the format of three letters followed by two digits followed by three digits.

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  • 24. 

    (010) The best choice for ensuring accountable containers stay in a controlled envioronment is to mail them

    • Insured

    • Express

    • Certified

    • Registered

    Correct Answer
    A. Registered
    Explanation
    The best choice for ensuring accountable containers stay in a controlled environment is to use registered mail. Registered mail provides a higher level of security and accountability compared to other mailing options. It requires the sender to fill out a form and obtain a receipt, which serves as proof of mailing. The item is then tracked and requires a signature upon delivery, ensuring that it remains in a controlled environment throughout the mailing process.

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  • 25. 

    (011) What level of damage to national security could rerasonably be expected if authorized disclosure of Top Secret information occured?

    • Grave

    • Serious

    • Extremely serious

    • Extremely grave

    Correct Answer
    A. Extremely grave
    Explanation
    If authorized disclosure of Top Secret information occurred, the level of damage to national security could be expected to be extremely grave. This implies that the consequences would be severe and have a significant impact on the security of the nation. The disclosure of such sensitive information could potentially compromise important intelligence sources, methods, and operations, leading to potential threats to national security and potentially endangering lives.

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  • 26. 

    (011) What type of classification decision involves information that is paraphrased or restated?

    • Original

    • Compiled

    • Derivative

    • Consolidated

    Correct Answer
    A. Derivative
    Explanation
    A derivative classification decision involves information that is paraphrased or restated. This means that the decision is based on existing information that has been modified or adapted in some way. It is not an original classification decision, which would involve completely new information. It is also not a compiled classification decision, which would involve gathering information from various sources. And it is not a consolidated classification decision, which would involve combining separate pieces of information.

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  • 27. 

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

    • Sanction

    • Violation

    • Infraction

    • Compromise

    Correct Answer
    A. Infraction
    Explanation
    An infraction refers to a knowing, willful, or negligent action that goes against the requirements of Executive Order 12958 but is not considered a security violation. This means that the action is not a severe breach of security protocols, but it still contradicts the established guidelines. It may be a minor offense or a less serious violation compared to a security violation.

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  • 28. 

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

    • Inventory material and destroy

    • Take custody of the material and safeguard it

    • Leave where it is and contact security forces to investigate

    • Determine who has responsibility for the material and return it

    Correct Answer
    A. Take custody of the material and safeguard it
    Explanation
    When you find classified material out of proper control, the correct action to take is to take custody of the material and safeguard it. This means that you should secure the material and ensure that it is not accessible to unauthorized individuals. By doing so, you can prevent any potential compromise of the classified information and maintain its confidentiality.

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  • 29. 

    (013) What is not a factor in releasing classified information?

    • Rank

    • Need to know

    • Security clearance

    • Nondisclosure agreement

    Correct Answer
    A. Rank
    Explanation
    Rank is not a factor in releasing classified information. Rank refers to an individual's position or level within a hierarchical structure, and it does not determine whether someone has the authority or clearance to access or disclose classified information. The factors that do play a role in releasing classified information include the need to know, security clearance, and a signed nondisclosure agreement. These factors are used to ensure that only authorized individuals with a legitimate purpose and proper clearance have access to classified information.

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  • 30. 

    (013) Who determines whether the receipt has a legitimate need for access to the classified information?

    • Possessor

    • Commander

    • Security manager

    • Original classifier

    Correct Answer
    A. Possessor
    Explanation
    The possessor of the classified information is the one who determines whether the receipt has a legitimate need for access to the information. This means that the person who currently possesses the classified information has the authority to decide whether or not someone else should be granted access to it. The possessor is responsible for ensuring that access to the classified information is only given to individuals who have a legitimate need to know.

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  • 31. 

    (014) Top Secret material should never be sent

    • Between appropriately cleared and designated persons

    • Through the base information transfer system

    • Over a cryptographic system

    • By defense courier service

    Correct Answer
    A. Through the base information transfer system
    Explanation
    Sending Top Secret material through the base information transfer system is not recommended. The base information transfer system is not designed to handle highly classified information and may not have the necessary security measures in place to protect the material. It is important to use appropriate channels and systems specifically designated for handling Top Secret material to ensure its confidentiality and integrity.

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  • 32. 

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

    • Secret and below being entered into the base information transfer system

    • Confidential material being sent to or from Army Post Office (APO) addressees

    • Transmitting to Department of Defense (DOD) contractors or Non-DOD agencies

    • Secret material sent overseas by the US Postal Service

    Correct Answer
    A. Secret and below being entered into the base information transfer system
    Explanation
    An outer container is not required for the transfer of classified information when Secret and below information is being entered into the base information transfer system. This suggests that the base information transfer system itself provides sufficient security measures to protect the classified information during the transfer process, eliminating the need for an additional outer container.

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  • 33. 

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

    • Separate each classification with a receipt

    • Place all material in a single inner container

    • Place each classification in a separate inner container

    • Do not mail different classifications of material in one package

    Correct Answer
    A. Place all material in a single inner container
    Explanation
    When mailing materials of different classifications in one package, it is necessary to place all the materials in a single inner container. This is important to ensure that the materials are properly organized and contained within the package. By placing them in a single inner container, it helps to prevent any mixing or confusion between the different classifications of materials. This also makes it easier for the recipient to identify and handle the package correctly.

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  • 34. 

    (014) When you mail classified material, address containers to the

    • Unit Top Secret control officer

    • Office that is to take action on it

    • Base information security program manager

    • Specific person identified as the point of contact

    Correct Answer
    A. Office that is to take action on it
    Explanation
    When mailing classified material, it is important to address the containers to the office that is responsible for taking action on it. This ensures that the material reaches the appropriate individuals who are authorized to handle and process classified information. By addressing it to the specific office, it helps to maintain the security and confidentiality of the material throughout its transportation and delivery process.

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  • 35. 

    (015) 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

    • Group

    • Wing

    • Major command (MAJCOM)

    Correct Answer
    A. Every
    Explanation
    Air Force units at every level must document their organization, function, and activities and preserve their records by implementing effective lifecycle management procedures within their areas of responsibility. This means that regardless of the size or scope of the unit, it is important for them to maintain proper documentation and records management procedures. This ensures accountability, transparency, and the ability to track and review past activities and decisions. It also helps in maintaining compliance with regulations and standards set by higher-level commands and regulatory bodies.

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  • 36. 

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

    • Magnetic tapes

    • Motion pictures

    • Museum material

    • Machine readable material

    Correct Answer
    A. Museum material
    Explanation
    Museum material is not an example of an Air Force record because it refers to artifacts or objects that are typically displayed in a museum setting, such as aircraft models, uniforms, or historical documents. These items may have historical or cultural significance, but they are not considered official records of the Air Force. Air Force records typically consist of documents, files, or data stored in various formats, such as magnetic tapes, motion pictures, or machine-readable material, which are used for administrative, operational, or historical purposes within the Air Force.

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  • 37. 

    (015) What type of record is created when the Air National Guard (ANG) is creating the records and the federal emergency management agency gets involved and federal dollars are put towards the emergency?

    • State only

    • Federal only

    • Personal only

    • State and federal only

    Correct Answer
    A. Federal only
    Explanation
    When the Air National Guard (ANG) is creating records and the federal emergency management agency gets involved with federal funding towards the emergency, a federal record is created. This means that the record is related to the involvement of the federal government and the use of federal resources and funds. It does not involve any state or personal records, only federal records.

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  • 38. 

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

    • 1 month

    • 3 months

    • 4 months

    • 6 months

    Correct Answer
    A. 3 months
    Explanation
    Active duty personnel who are responsible for filing, maintaining, and disposing of official records must be trained within 3 months. This time frame allows sufficient time for the personnel to receive the necessary training and become proficient in their duties. It ensures that they are properly equipped to handle official records and perform their tasks effectively.

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  • 39. 

    (016) Who appoints a records custodian?

    • Base records manager (BRM)

    • Command records manager (CRM)

    • Chief of the Office of Record (COR)

    • Functional area records manager (FARM)

    Correct Answer
    A. Chief of the Office of Record (COR)
    Explanation
    The Chief of the Office of Record (COR) appoints a records custodian. The COR is responsible for overseeing and managing the records within an organization. They have the authority to designate individuals as records custodians who are responsible for the proper maintenance and management of records within their respective areas. The COR ensures that records are handled in accordance with established policies and procedures.

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  • 40. 

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

    • Records custodian (RC)

    • Base records manager (BRM)

    • Chief of the Office of Record (COR)

    • Functional area records manager (FARM)

    Correct Answer
    A. Records custodian (RC)
    Explanation
    The records custodian (RC) should know and implement the records maintenance, use, and disposition policies and procedures for records maintained. This is because the records custodian is responsible for the day-to-day management and control of records within their organization. They are the point of contact for any questions or issues related to records and are responsible for ensuring that records are properly maintained, used, and disposed of in accordance with established policies and procedures. The other options, such as the base records manager (BRM), chief of the Office of Record (COR), and functional area records manager (FARM), may have a role in overseeing or providing guidance on records management, but it is ultimately the records custodian who is directly responsible for implementing the policies and procedures.

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  • 41. 

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

    • Easier to manage and retrieve

    • Harder to manage and retrieve

    • Somewhat complex and hard to retrieve

    • Somewhat complex and easier to retrieve

    Correct Answer
    A. Easier to manage and retrieve
    Explanation
    By filling out summary information for documents you create, it becomes easier to manage and retrieve them. This is because the summary information provides a concise overview of the document's content, making it easier to categorize and organize. Additionally, the summary information can be used as keywords for searching, making it easier to locate specific documents. Overall, by providing summary information, the process of managing and retrieving documents becomes more efficient and streamlined.

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  • 42. 

    (018) How does the Air Force Records Information Management System (AFRIMS) ensure standardization and accuracy of every records series?

    • Using a standard format for all Air Force file plans

    • Centralizing all records management functions Air Force-wide

    • Controlling the life cycle of all records series used throughout the Air Force

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

    Correct Answer
    A. Ensuring offices Air Force-wide use the same disposition instructions for records
    Explanation
    AFRIMS ensures standardization and accuracy of every records series by ensuring that offices Air Force-wide use the same disposition instructions for records. This means that all offices follow the same guidelines and procedures when it comes to the final disposition of records, ensuring consistency and accuracy throughout the Air Force. By having a standardized approach to the management of records, AFRIMS helps to maintain uniformity and reliability in the handling of important information.

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  • 43. 

    (018) What type of labels does the Air Force Records Information Management System (AFRIMS) print?

    • File drawer

    • Subdivision

    • Locator guide card

    • Decision logic table

    Correct Answer
    A. Subdivision
    Explanation
    The Air Force Records Information Management System (AFRIMS) prints subdivision labels. Subdivision labels are used to categorize and organize records within the system. These labels help in identifying and locating specific records quickly and efficiently.

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  • 44. 

    (019) The Air Force Records Information Management System (AFRIMS) generates a file disposition control label for

    • Each item listed on the file plan

    • Each subdivision identified on the file plan

    • Only the local record series on the file plan

    • Only the permanent record series on the file plan

    Correct Answer
    A. Each item listed on the file plan
    Explanation
    AFRIMS generates a file disposition control label for each item listed on the file plan. This means that every individual item that is included in the file plan will have a corresponding label generated by AFRIMS. This ensures that each item is properly identified and managed within the records management system. It allows for easy tracking and retrieval of specific items when needed.

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  • 45. 

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

    • One

    • Two

    • Three

    • Four

    Correct Answer
    A. One
    Explanation
    Each records series is allowed only one disposition authority, which consists of a table and a rule. This authority determines how long the records need to be retained and what should be done with them after their retention period expires. Having multiple disposition authorities for a records series could lead to confusion and inconsistency in managing and disposing of the records. Therefore, only one disposition authority is allowed per records series.

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  • 46. 

    (019) What identifies file records and provides the cutoff for the rcords?

    • File folders

    • Subdivision labels

    • Locator guide cards

    • Disposition guide cards

    Correct Answer
    A. Disposition guide cards
    Explanation
    Disposition guide cards are used to identify file records and provide the cutoff for the records. These cards help in organizing and managing files by indicating when a particular record should be disposed of or transferred to another location. They serve as a reference point for determining the retention and disposition of files, ensuring that records are properly maintained and disposed of according to established guidelines and regulations.

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  • 47. 

    (019) Where are labels placed on the file folders?

    • On the left

    • On the right

    • In the center

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

    Correct Answer
    A. Placement is based on the needs of the office and is consistent
    Explanation
    The labels on file folders are placed based on the needs of the office and are consistent. This means that there is no specific placement rule for labels on file folders, and it can vary depending on the office's requirements. However, once a placement method is decided, it is consistently followed throughout the office to maintain uniformity and organization.

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  • 48. 

    (019) What information does not appear on a subdivision label?

    • Title

    • Cutoff

    • Item number

    • Office of record

    Correct Answer
    A. Cutoff
    Explanation
    A subdivision label typically includes information such as the title, cutoff, and office of record. However, the item number does not appear on a subdivision label.

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  • 49. 

    (019) What is reviewed when 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

    • Decision logic table

    • Disposition control label

    • Records disposition schedule (RDS)

    Correct Answer
    A. File plan
    Explanation
    When files expand to more than one drawer or are filed in other locations, the file plan is reviewed to determine the inclusive series numbers to be placed on the drawer label. A file plan is a document that outlines the organization's filing system, including how files are categorized, labeled, and stored. By referring to the file plan, one can identify the appropriate series numbers to assign to the drawers or locations where the files are stored. This ensures that the files are properly organized and can be easily located when needed.

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Quiz Review Timeline (Updated): Mar 22, 2023 +

Our quizzes are rigorously reviewed, monitored and continuously updated by our expert board to maintain accuracy, relevance, and timeliness.

  • Current Version
  • Mar 22, 2023
    Quiz Edited by
    ProProfs Editorial Team
  • May 06, 2012
    Quiz Created by
    Catherine Halcomb

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