CDC 3d051 Vol. 1
Questions and Answers
- 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 Force's vision of how we eliminate duplication
- B.
Integrate Air Force systems
- C.
Provide easy access to information
- D.
Provide faster, reliable service
Correct Answer
D. Provide faster, reliable serviceExplanation
The Air Force Portal provides essential online resources for the Air Force at a single location, and it also integrates Air Force systems, provides easy access to information, and supports the Air Force's vision of how to eliminate duplication. However, it does not provide faster, reliable service.Rate this question:
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- 2.
Who is the approval authority for the public web pages?
- A.
Web master
- B.
Unit commander
- C.
Information provider
- D.
Web page maintainer
Correct Answer
B. Unit commanderExplanation
The unit commander is the approval authority for public web pages. This means that they have the authority to review and give final approval for any 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 objectives and guidelines of the unit. The unit commander plays a crucial role in maintaining the integrity and professionalism of the public web pages.Rate this question:
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- 3.
What information is required for all top-level private Web pages?
- 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.
Correct Answer
C. 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 because it allows for proper identification and contact with the person responsible for maintaining the webpage. By providing their organization, phone numbers, and email address, the web page maintainer can be easily reached for any necessary updates or inquiries regarding the webpage.Rate this question:
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- 4.
Who is the approval authority for the private Web pages?
- A.
Web master
- B.
Unit commander
- C.
Information provider
- D.
Web page maintainer
Correct Answer
B. Unit commanderExplanation
The unit commander is the approval authority for private web pages. This means that the unit commander has the authority to grant approval for the creation and maintenance of private web pages within their unit. They are responsible for ensuring that the content on these web pages aligns with the unit's goals and objectives, and that any sensitive or confidential information is protected. The unit commander plays a crucial role in overseeing the development and management of private web pages within their unit.Rate this question:
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- 5.
What is the primary purpose of managing Air Force information?
- 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 the Air Force mission.
Correct Answer
D. 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 done in order to support and improve the overall mission of the Air Force, ensuring that information is organized, accessible, and utilized in a way that enhances the effectiveness and efficiency of operations. It involves processes such as data collection, storage, analysis, and dissemination to ensure that information is used to its full potential in achieving the mission objectives.Rate this question:
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- 6.
Which of the following are ways we manage information in support of information resources management?
- A.
Storage and privacy
- B.
Security and privacy
- C.
Storage and disposition
- D.
Security and disposition
Correct Answer
B. Security and privacyExplanation
The ways we manage information in support of information resources management include ensuring security and privacy. This means implementing measures to protect information from unauthorized access, use, disclosure, disruption, modification, or destruction, as well as safeguarding the privacy of individuals whose information is being managed. By prioritizing security and privacy, organizations can maintain the confidentiality, integrity, and availability of their information resources, and comply with relevant laws and regulations.Rate this question:
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- 7.
What stage of the life cycle management provides preservation?
- A.
Use
- B.
Storage
- C.
Disposition
- D.
Dissemination
Correct Answer
B. StorageExplanation
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 and availability for future use. This includes physical storage of documents or digital storage of electronic files. By storing information properly, organizations can prevent loss, damage, or unauthorized access, thereby preserving the data for future reference or analysis.Rate this question:
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- 8.
What is the objective of the electronic communications program?
- A.
Create clear, efficient, and effective communications.
- B.
Keep formats up-to-date with changing technologies.
- C.
Use standard Air Force formats for all communications.
- D.
Prepare correspondence 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 all electronic communications are easily understood, are streamlined and do not waste time or resources, and achieve their intended purpose. This objective is important as it helps to facilitate effective communication within the organization and enhances productivity and efficiency.Rate this question:
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- 9.
Which plain language element emphasizes the need to put your main message up front?
- A.
Active voice
- B.
Short sentences
- C.
Common words
- D.
Logical organization
Correct Answer
D. Logical organizationExplanation
Logical organization emphasizes the need to put the main message up front by structuring the information in a clear and coherent manner. It involves arranging the content in a logical sequence, starting with the most important information first. This approach helps to grab the reader's attention and ensures that the main message is easily understood and not buried within the text. By using logical organization, the writer can effectively communicate their main message from the beginning, making it more accessible and engaging for the audience.Rate this question:
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- 10.
Which plain language element reinforces the message that the document is intended for the reader?
- A.
Pronouns
- B.
Active voice
- C.
Short sentences
- D.
Common words
Correct Answer
A. PronounsExplanation
Pronouns reinforce the message that the document is intended for the reader because they directly address the reader and create a sense of inclusivity. By using pronouns such as "you" or "we," the document establishes a connection with the reader and makes them feel like the information is specifically meant for them. This helps to engage the reader and make the document more relatable and understandable.Rate this question:
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- 11.
On the average, about what percentage of communication do you write in the active voice to communicate effectively?
- A.
15
- B.
25
- C.
50
- D.
75
Correct Answer
D. 75Explanation
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 identify the subject and action, making the message easier to understand. By using the active voice, the writer can convey their message more efficiently and with greater impact.Rate this question:
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- 12.
Which is not a Form Memorandum?
- A.
Fill-in
- B.
Fill-out
- C.
Prewritten
- D.
Optional statement
Correct Answer
B. Fill-outExplanation
The term "fill-out" refers to the action of completing or filling in a form or document. In this context, a form memorandum refers to a prewritten document that serves as a template for filling out specific information. Therefore, "fill-out" is not a form memorandum itself, but rather the action of completing one. On the other hand, "fill-in" refers to the action of providing specific information in the designated spaces of a form, "prewritten" refers to a form memorandum that has been prepared in advance, and "optional statement" refers to an additional piece of information that may or may not be included in the form memorandum.Rate this question:
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- 13.
What type of Air Force correspondence receives the most indorsements?
- A.
Messages
- B.
Memorandums
- C.
Personal letters
- D.
Staff summaries
Correct Answer
B. MemorandumsExplanation
Memorandums receive the most indorsements in Air Force correspondence. This is because memorandums are commonly used for official communication within the Air Force, especially for internal purposes. They are often circulated among multiple individuals or departments for review, approval, or action, leading to more indorsements compared to other types of correspondence like messages, personal letters, or staff summaries.Rate this question:
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- 14.
What type of memorandum for record is an in-house document to record information that would otherwise not be recorded in writing?
- A.
Brief
- B.
Official
- C.
Explanatory
- D.
Separate page
Correct Answer
D. Separate pageExplanation
A separate page memorandum for record is an in-house document used to record information that would not be documented in writing otherwise. This type of memorandum is typically used to capture important details or discussions that may not be included in formal reports or official documents. It serves as a record of important information that may be referenced in the future, ensuring that it is not lost or forgotten.Rate this question:
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- 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
Correct Answer
C. Bullet background papersExplanation
Bullet background papers are multipurpose written briefs that provide information, forward items of interest, or summarize problems. These papers are concise and organized, using bullet points to present key information. They are often used in business or government settings to quickly communicate important details or updates.Rate this question:
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- 16.
Who has the responsibility to ensure the intended receiver receives the tasking?
- A.
Sender
- B.
Receiver
- C.
Supervisor
- D.
Commander
Correct Answer
A. SenderExplanation
The responsibility to ensure the intended receiver receives the tasking lies with the sender. The sender is the one who initiates the communication and sends the task to the receiver. It is their responsibility to ensure that the task is successfully transmitted and received by the intended recipient.Rate this question:
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- 17.
When an AutoArchive storage process is used what type of folder is created?
- A.
Public
- B.
Private
- C.
Shared
- D.
Personal
Correct Answer
D. PersonalExplanation
When an AutoArchive storage process is used, a "personal" folder is created. This folder is specifically designated for the individual user and is used to store archived items. It allows users to organize and manage their archived emails and other items in a personal and customized manner.Rate this question:
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- 18.
Once an item is archived how is it deleted?
- A.
Manually
- B.
Automatically
- C.
Deleted permanently
- D.
Moved to another archived location
Correct Answer
A. ManuallyExplanation
Once an item is archived, it is not automatically deleted or moved to another location. The user needs to manually delete the item if they want to remove it permanently.Rate this question:
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- 19.
What must you do with unsealed containers endorsed “DO NOT FORWARD” that remain in action offices at the close of business?
- A.
Place in an opaque container and have the highest-ranking individual take it home.
- B.
Inspect to determine classification of contents and then return to sender.
- C.
Return to the base information transfer center for safeguarding.
- D.
Store in a classified storage container.
Correct Answer
D. Store in a classified storage container.Explanation
Unsealed containers endorsed "DO NOT FORWARD" that remain in action offices at the close of business should be stored in a classified storage container. This is important to ensure the security and protection of the contents of the containers. By storing them in a classified storage container, the sensitive information or materials within the containers can be safeguarded and controlled properly.Rate this question:
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- 20.
Which mail class is for use only by authorized publishers and registered news agents?
- A.
Priority
- B.
First class
- C.
Periodicals
- D.
Standard mail
Correct Answer
C. PeriodicalsExplanation
The mail class that is exclusively for authorized publishers and registered news agents is periodicals. This class is specifically designed for the distribution of newspapers, magazines, and other periodical publications. It offers discounted rates and specific mailing requirements for these types of publications, ensuring that they are delivered efficiently and cost-effectively.Rate this question:
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- 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.
Correct Answer
B. When required by law or Department of Defense (DOD) or Air Force directives.Explanation
Certified mail should be used when it is mandated by law or by Department of Defense (DOD) or Air Force directives. This means that there are specific regulations or requirements that necessitate the use of certified mail in certain situations. It ensures compliance with legal or regulatory obligations and helps to maintain accountability and traceability in communication within the Air Force.Rate this question:
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- 22.
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?
- 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.
Correct Answer
D. Container numbers and DD Form 2825, Internal Receipt. -
- 23.
Which is an accurate example of an accountable container number?
- A.
2008-UUB-058
- B.
UUB-2008-58
- C.
UUB-08-058
- D.
58-008-UUB
Correct Answer
C. UUB-08-058Explanation
The correct answer is UUB-08-058 because it follows the format of a container number with three parts separated by hyphens. The first part is the three-letter code representing the shipping line, the second part is the two-digit year of manufacture, and the third part is the three-digit serial number.Rate this question:
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- 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
Correct Answer
D. RegisteredExplanation
Registering containers is the best choice for ensuring accountability and keeping them in a controlled environment. When containers are registered, they are recorded in a formal system, which helps in tracking their movement and ensuring that they remain within the designated environment. This provides a higher level of security and reduces the risk of containers being misplaced or lost.Rate this question:
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- 25.
What level of damage to national security could reasonably be expected if unauthorized disclosure of Top Secret information occurred?
- A.
Grave
- B.
Serious
- C.
Extremely serious
- D.
Exceptionally grave
Correct Answer
D. Exceptionally graveExplanation
If unauthorized disclosure of Top Secret information occurred, the level of damage to national security would be exceptionally grave. This means that the consequences would be extremely severe and have a significant impact on the country's security. It suggests that the unauthorized disclosure could potentially lead to significant harm, compromise sensitive information, and pose a serious threat to national interests and security.Rate this question:
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- 26.
What type of classification decision involves information that is paraphrased or restated?
- A.
Original
- B.
Compiled
- C.
Derivative
- D.
Consolidated
Correct Answer
C. DerivativeExplanation
A derivative classification decision involves information that is paraphrased or restated. Derivative classification refers to the process of creating new information by combining or summarizing existing classified information. It involves taking classified information and rephrasing or restating it in a different form or context. This allows for the dissemination of information to a wider audience while still protecting the original classified information. Therefore, the correct answer is derivative.Rate this question:
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- 27.
What is any knowing, willful, or negligent action contrary to the requirements of Executive Order 12958 that is not a security violation?
- A.
Sanction
- B.
Violation
- C.
Infraction
- D.
Compromise
Correct Answer
C. InfractionExplanation
An infraction refers to any knowing, willful, or negligent action that goes against the requirements of Executive Order 12958, but it is not considered a security violation. In other words, an infraction is a breach of the order's guidelines, but it does not pose a direct threat to security.Rate this question:
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- 28.
What must you do when you find classified material out of proper control?
- A.
Inventory material and destroy
- B.
Take custody of the material and safeguard it.
- C.
Leave where it is and contact security forces to investigate
- D.
Determine who has responsibility for the material and return it.
Correct Answer
B. Take custody of the material and safeguard it.Explanation
When classified material is found out of proper control, the appropriate action to take is to take custody of the material and safeguard it. This means ensuring that the material is secure and protected from unauthorized access or disclosure. By taking custody of the material, the person responsible can prevent further compromise of sensitive information and initiate the necessary steps to return it to the proper authorities.Rate this question:
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- 29.
What is not a factor in releasing classified information?
- A.
Rank
- B.
Need to know
- C.
Security clearance
- D.
Nondisclosure agreement
Correct Answer
A. RankExplanation
Rank is not a factor in releasing classified information because the level of authority or position held by an individual does not determine their access to classified information. The release of classified information is determined by the need to know, security clearance, and adherence to a nondisclosure agreement. Regardless of rank, individuals must meet these criteria in order to be granted access to classified information.Rate this question:
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- 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
Correct Answer
A. PossessorExplanation
The possessor determines whether the recipient has a legitimate need for access to the classified information. They are responsible for evaluating the recipient's need-to-know and ensuring that they meet the necessary criteria to access the classified information. The possessor holds the authority to grant or deny access based on their assessment of the recipient's legitimate need.Rate this question:
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- 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 cryptographic system.
- D.
By defense courier service.
Correct Answer
B. Through the base information transfer system.Explanation
Sending top secret material through the base information transfer system is not recommended because it may not provide sufficient security measures to protect the sensitive information. The base information transfer system is likely to be accessed by multiple individuals, increasing the risk of unauthorized disclosure or interception. Therefore, it is best to avoid using this system for transmitting top secret material and instead opt for more secure methods such as designated persons, cryptographic systems, or defense courier service.Rate this question:
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- 32.
When is an outer container not required for the transfer of classified information?
- A.
Secret and below being entered into the base information transfer system.
- B.
Confidential material being sent to or from Army Post Office (APO) addressees.
- C.
Transmitting to Department of Defense (DOD) contractors or Non-DOD agencies.
- D.
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 has sufficient security measures in place to protect classified information without the need for an additional outer container.Rate this question:
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- 33.
What must you do when you mail materials of different classifications in one package?
- A.
Separate each classification with a receipt.
- B.
Place all material in a single inner container, attach or enclose a receipt listing all classified material, mark inner envelope or container with the highest classification
- C.
Place each classification in a separate inner container.
- D.
Do not mail different classifications of material in one package.
Correct Answer
B. Place all material in a single inner container, attach or enclose a receipt listing all classified material, mark inner envelope or container with the highest classificationExplanation
When mailing materials of different classifications in one package, you should place all the material in a single inner container. Then, attach or enclose a receipt that lists all the classified material. Finally, mark the inner envelope or container with the highest classification.Rate this question:
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- 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.
Correct Answer
B. Office that is to take action on it.Explanation
The correct answer is "office that is to take action on it." When mailing classified material, it is important to address the containers to the office that is responsible for taking action on the material. This ensures that the material reaches the appropriate individuals who are authorized to handle and process it. The other options, such as the unit Top Secret control officer, base information security program manager, and specific person identified as the point of contact, may not necessarily be the office that needs to take action on the material.Rate this question:
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- 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?
- A.
Every
- B.
Group
- C.
Wing
- D.
Major command (majcom)
Correct Answer
A. EveryExplanation
Every Air Force unit 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 level of the unit, whether it is a group, wing, or major command (majcom), they are all required to maintain proper documentation and records management practices. This ensures accountability, transparency, and the ability to track and retrieve information when needed.Rate this question:
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- 36.
Which of the following is not an example of an Air Force record?
- A.
Magnetic tapes
- B.
Motion pictures
- C.
Museum material
- D.
Machine readable material
Correct Answer
C. Museum materialExplanation
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. Air Force records, on the other hand, are documents or files that contain information related to the activities, operations, and administration of the Air Force. Examples of Air Force records can include magnetic tapes, motion pictures, and machine-readable material, as they are formats commonly used to store and preserve official records.Rate this question:
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- 37.
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?
- A.
State only
- B.
Federal only
- C.
Personal only
- D.
State and federal only
Correct Answer
B. Federal onlyExplanation
When the Air National Guard (ANG) creates records and the federal emergency management agency gets involved and federal dollars are allocated towards the emergency, a federal record is created. This means that the record is primarily under the jurisdiction and responsibility of the federal government. The involvement of federal funds indicates that the emergency is of a scale or nature that requires federal assistance and intervention. Therefore, the correct answer is "federal only".Rate this question:
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- 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
Correct Answer
B. 3 monthsExplanation
Active duty personnel whose duties include filing, maintaining, and disposing of official records must be trained within 3 months. This timeframe allows for sufficient training to ensure that personnel are knowledgeable and competent in handling official records. It also ensures that there is not an excessive delay in training, which could potentially lead to errors or mishandling of important documents. A shorter timeframe, such as 1 month, may not provide enough time for comprehensive training, while a longer timeframe, such as 6 months, may result in unnecessary delays and inefficiencies.Rate this question:
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- 39.
Who appoints a records custodian?
- A.
Base records manager (BRM)
- B.
Command records manager (CRM)
- C.
Chief of the office of record (COR)
- D.
Functional area records manager (FARM)
Correct Answer
C. 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 the management and maintenance of records within an organization. They have the authority to designate individuals as custodians, who are responsible for the proper handling and preservation of records in their custody. The COR ensures that records are appropriately managed and that custodians are fulfilling their duties in accordance with organizational policies and procedures.Rate this question:
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- 40.
Who should know and implement the records maintenance, use, and disposition policies and procedures for records maintained?
- A.
Records custodian (RC)
- B.
Base records manager (BRM)
- C.
Chief of the Office of Record (COR).
- D.
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 RC is responsible for the day-to-day management of records, including ensuring their proper maintenance, use, and eventual disposition. They are the ones who handle the records on a regular basis and are familiar with the specific requirements and procedures for their management. 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 oversight or supervisory roles in records management, but it is the RC who directly carries out the tasks related to records maintenance.Rate this question:
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- 41.
By filling out summary information for documents you create, your final records will be
- A.
Easier to manage and retrieve
- B.
harder to manage and retrieve.
- C.
Somewhat complex and hard to retrieve.
- D.
Somewhat complex and easier to retrieve.
Correct Answer
A. Easier to manage and retrieveExplanation
By filling out summary information for documents, it becomes easier to manage and retrieve them. This is because summary information provides a concise overview of the document's content, allowing users to quickly identify and locate the desired document. Without summary information, it would be more challenging to organize and find specific documents, resulting in a harder and time-consuming process of managing and retrieving records.Rate this question:
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- 42.
How does the Air Force Records Information Management System (AFRIMS) ensure standardization and accuracy of every records series?
- 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.
Correct Answer
D. Ensuring offices Air Force-wide use the same disposition instructions for records.Explanation
The Air Force Records Information Management System (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 in the management of records throughout the Air Force. By having a standardized approach to disposition instructions, AFRIMS helps to eliminate any potential discrepancies or variations in how records are handled, promoting standardization and accuracy across the organization.Rate this question:
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- 43.
What type of labels does the Air Force Records Information Management System (AFRIMS) print?
- A.
File drawer
- B.
Subdivision
- C.
Locator guide card
- D.
Decision logic table
Correct Answer
B. SubdivisionExplanation
The Air Force Records Information Management System (AFRIMS) prints subdivision labels.Rate this question:
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- 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
Correct Answer
A. Each item listed on the file planExplanation
AFRIMS generates a file disposition control label for each item listed on the file plan. This means that every individual item listed on the file plan will have a corresponding label generated by AFRIMS. The label is used to track and manage the disposition of each item, ensuring proper record management and organization. This approach allows for a comprehensive and systematic control over all items listed on the file plan, regardless of their classification or category.Rate this question:
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- 45.
How many disposition authorities (table and rule) are allowed per records series?
- A.
One
- B.
Two
- C.
Three
- D.
Four
Correct Answer
A. OneExplanation
Only one disposition authority (table and rule) is allowed per records series. This means that for each specific records series, there can only be one table and one rule that governs its disposition. Having multiple disposition authorities for a single records series could lead to confusion and inconsistencies in managing and disposing of the records. Therefore, it is important to have a clear and singular disposition authority for each records series.Rate this question:
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- 46.
What identifies file records and provides the cutoff for the records?
- A.
File folders
- B.
Subdivision labels
- C.
Locator guide cards
- D.
Disposition guide cards
Correct Answer
D. Disposition guide cardsExplanation
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 archived. They serve as a guide for determining the retention period of files and ensure that records are properly maintained and disposed of according to legal and regulatory requirements.Rate this question:
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- 47.
Where are labels placed on the file folders?
- 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
Correct Answer
D. Placement is based on the needs of the office and is consistent -
- 48.
What information does not appear on a subdivision label?
- A.
Title
- B.
Cutoff
- C.
Item number
- D.
Office of record
Correct Answer
B. CutoffExplanation
The information that does not appear on a subdivision label is the "cutoff." A subdivision label typically includes the title, item number, and office of record. The cutoff, however, is not mentioned on a subdivision label.Rate this question:
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- 49.
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?
- A.
File plan
- B.
Decision logic table
- C.
Disposition control label
- D.
Records disposition schedule (RDS)
Correct Answer
A. File planExplanation
A file plan is reviewed when files expand to more than one drawer or are filed in other locations to determine the inclusive series numbers to be placed on the drawer label. A file plan is a structured outline that defines how records are organized, classified, and stored within an organization. It provides guidelines for managing records throughout their lifecycle, including how they are filed, retrieved, and eventually disposed of. By reviewing the file plan, one can determine the appropriate series numbers to be placed on the drawer label to ensure efficient organization and retrieval of files.Rate this question:
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- 50.
What should you remove from a document prior to filing?
- A.
Envelopes
- B.
Attachments
- C.
Staples and fasteners
- D.
Destruction certificate
Correct Answer
A. EnvelopesExplanation
When filing a document, it is important to remove any unnecessary items that may hinder the filing process or take up unnecessary space. Envelopes are typically removed from documents prior to filing because they serve no purpose once the document has been received. Envelopes are used for transportation and protection during delivery, but they are not needed for long-term storage. Removing envelopes ensures that the document can be easily accessed and organized within the filing system.Rate this question:
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