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CDC
Self-Test Q&A
| Question | Answer |
|---|---|
| What collaboration services are available for electronic communications? (001) | Web conferencing, instant messaging, collaborative workspaces, and application sharing |
| What enables users to communicate and interact with groups large and small, in real-time, using high-impact presentations and essential collaboration tools? (001) | Defense Connect Online |
| What collaborative tool provides comprehensive content management and enterprise searches? (001) | SharePoint |
| What is the Air Force goal concerning accessibility to Internet resources? (002) | To provide personnel requiring access for official business maximum accessibilty |
| What continues to increase as a technique for obtaining and disseminating information worldwide? (002) | Usage of the Web/Web technologies |
| Name a few requirements that must be met for posting information on private Web pages: (002) | - must not violate vendors' license agreements - display warning notices and banners - must meet the minimum requirements |
| Who is the final approval authority for the Internet release package? (002) | Unit commander |
| What does "information" include? (003) | Facts, data opinions: numerical, graphic, or narrative forms, oral or maintained; including computerized databases, paper microform, or magnetic tape |
| What is the primary purpose of managing information effectively and efficiently? (003) | To enhance the Air Force mission |
| What are five ways we manage information in support of information resources management? (003) | Security, privacy, freedom of information, paperwork reduction, and records preservation |
| What are the stages of life cycle management? (003) | Creation/collection, processing, dissemination, use, storage, and disposition |
| How is communications defined? (004) | The process of sharing ideas, information, and messages with others |
| What are the three parts of communications? (004) | The sender, message, and receiver |
| What is the objective of electronic communications? (004) | To create clear, efficient, and effective communications |
| How should you write to identify who is responsible for what actions? (004) | Active voice |
| What should the average sentence length be? (004) | 15-20 words |
| What type of memorandum is used if you circle, underline, or highlight the organization of office symbol of each recipient on the copy you give to them? (004) | Multiple-address memorandum |
| Where do the words "IN TURN" get typed on an IN TURN memorandum? (004) | 1 line below the last address of the "MEMORANDUM FOR" aligned with the address |
| What are the three types of formats for form memorandums? (004) | Pre-written, Fill-in, and Optional Statement |
| What do indorsements add? (005) | Comments on the memorandum, message, or previous indorsement |
| What are the two types of indorsements? (005) | Same page and separate page |
| What would you do if the indorsement does not fit and must be typed on a blank piece of bond paper? (005) | Use separate page |
| What type of letter is used when warmth or sincerity is essential? (005) | Personal |
| What are the three types of memorandum for records? (005) | Separate page, explanatory, and brief |
| What is a staff summary sheet used for? (005) | To summarize, request, or forward information |
| What type of paper uses fragments to present key points, positions, and facts in a brief, orderly fashion when the user has knowledge of the subject? (005) | Talking papers |
| What type of paper is used to advocate or convince the reader on an argument or position? (005) | Position papers |
| What are the two classes of Air Force electronic messaging?(006) | Organizational HGS and SMTP |
| What class uses Fortezza cards to sign and encrypt organizational messages to ensure message integrity, non-repudiation, and accountability? (006) | Organizational HGS |
| What takes advantage of DoD's robust and trusted PKI? (006) | A signed, encrypted e-mail |
| Who is responsible for ensuring the record e-mails are properly filed for access and retrieval? (006) | The user |
| What is replacing or supplementing formal Air Force formats for communications? (006) | Electronic messaging |
| What can easily be mistaken for angry defiance when you use capital letters, exclamation points and strong adjectives and adverbs? (006) | Positive enthusiasm |
| What is the most common mistake before sending e-mails? (006) | Check your attachments! |
| What backup method stores your old items that are important but rarely used? (007) | AutoArchive |
| What are the two ways you can archive? (007) | Automatic and manual |
| What are the steps to archive manually? (007) | Click "archive", click the folder, click the date, browse, then click "ok" |
| What is considered official mail? (008) | Official U.S. government business |
| What is the term referring to the total system that collects, processes, and delivers communications? (008) | BITS |
| Who is responsible for establishing a BITS to provide on-base distribution of communications? (008) | Installation commmander |
| Who acts as the bridge between the action office and the OMC? (008) | ADO |
| What office uses and/or responds to official communications? (008) | Action |
| What is done with undelivered mail containing the endorsement "DO NOT FORWARD" at the end of the workday? (008) | Must be stored in a classified storage container |
| What type of mail class cannot be used to send personal correspondence? (009) | Standard |
| Who acts as the agent for all official on-base activities? (010) | BITS |
| What is considered as "accountable mail"? (010) | Communications for which accountability must be maintained |
| What does the Air Force use to help control the communications while in Air Force channels? (010) | Container numbers |
| What is the best choice for ensuring accountable mail containers remain in a controlled environment? (010) | Registered mail |
| When you receive an accountable mail container from the activity distribution office or the OMC, what should you do? (010) | Compare the containter number with the number listed on the receipt (sign the correct package) |
| When a response is not received on a receipt for classified information, within what time frame is a tracer action done? (010) | 30 days within CONUS; 45 days outside CONUS |
| What are the two classification decisions? (011) | Original and derivative |
| Who may originally classify documents? (011) | Individuals occupying positions specifically authorized |
| What is an original classification? (011) | An initial decision that an item needs to be classified |
| Under what circumstances is information derivatively classified? (011) | When it's extracted, paraphrased, restated, or generated in a new form |
| What will a security investigation identify? (012) | Appropriate corrective actions to prevent future security incidents |
| Define "security violation". (012) | Any knowing, willful, or negligent action that could reasonably be expected to result in an unauthorized disclosure of classified information. |
| What is a compromise? (012) | When unauthorized individuals have had access to classified information |
| What should you do if you find classified material out of proper control? (012) | Take custody and safeguard the material; immediately report to commander or equivalent authority |
| What is required for a person to receive classified information? (013) | Need-to-know, security clearance, and a signed, non-disclosure agreement |
| How can you determine a person's security clearance? (013) | The Joint Personal Adjudication System, confirmation from security manager, or clearance level on orders |
| Who is responsible for determining an individual's "need to know" for classified information? (013) | Authorized possessor |
| Who is responsible for ensuring individuals who need access to classified information sign the SF 312? (013) | Unit commander or staff agency chiefs |
| Which classification(s) of information may be transmitted through BITS? (014) | Secret and confidential |
| Which method is used when transmitting Top Secret material to an installation serviced by diplomatic pouch? (014) | Department of State Diplomatic Courier Service |
| When classified material is transmitted from one place to another, how should it be contained? (014) | Durable enough to properly protect the material from exposure or tampering |
| What is not required to use an outer container for secret, confidential, or unclassified information? (014) | Secret and below into the OMC |
| To whom is classified material addressed? (014) | An official government activity |
| What is included on the inner container of a classified package? (014) | Mailiing address, security classification markings, applicable special instructions |
| What plays a vital role in managing and operating Air Force activities? (015) | Records |
| Whose rights must be protected through the proper implementaion of the records management programs? (015) | U.S. government and persons directly affected by Air Force actions |
| What are Draft records? (015) | Records that can be altered; they haven't been signed or officially released |
| What are Final records? (015) | Records that cannot be altered; they have been signed and officially released |
| How must Air Force units at all levels manage records? (015) | Systematically; make sure they're complete, accurate, trustworthy, and easily accessible |
| What records relate solely to an individual's private affair? (015) | Personal |
| The BRM ensures offices of record receive a SAV how often? (016) | Every 24 months |
| What is the staging area used for? (016) | Temporary storage; for records pending destruction of transfer to a federal records center |
| How should you save e-mails? (016) | Message format to keep attachments intact; store files in native format |
| What contributed to the need for an ERM solution? (017) | E-mail revolutionized the flow of communication |
| Who will work together to create an effective, base-wide e-record file structure? (017) | BRMs, NCC staff, and CSAs |
| What happens to a document after it is signed or approved by an authorized authority? (017) | It becomes a record; must be transferred to the shared drive |
| Who must monitor the e-file box and assist and or file the records in the box? (017) | FARM and RC |
| Why do we want to fill out the summary information on documents me create? (017) | Final records will be easier to manage and retrieve |
| How does AFRIMS ensure standardization and accuracy of every record series? (018) | Ensures offices Air Force wide use the same disposition instructions for records |
| What is AFRIMS specifically responsible for automating? (018) | File maintenance, disposition plan, and disposition control label |
| What does AFRIMS provide from the RDS? (018) | Online database of tables and rules |
| What labels does AFRIMS print? (018) | Subdivisions, file dispostion control, and file folder labels |
| What type of material is never entered into AFRIMS? (018) | Sensitive, classified, or PA material |
| What is the decision logic table? (018) | Read-only database; allows users to view and print series approved by national archives and records administration (information, tables, rules, disposition instruction, and notes) |
| What are the first and second numbers of the decision logic tables associated with? (018) | First number = publication series Second number = control purposes only |
| What program generates the file dispostion control labels? (019) | AFRIMS |
| How many tables and rules can be applied to each record series? (019) | 1 |
| What are the requirements for placing disposition control labels on a guide card? (019) | Usually affixed to the first top left position of the guide card; be consistent throughout your files |
| What purpose does the disposition guide card serve? (019) | To identify records filed behind it; provide cutoff/disposition instructions for the records |
| Where do you place the dispostion control label when a series is filed in more than one container? (019) | Place on the first container or on each container |
| What purpose do folders serve? (019) | Group related paper records together |
| What should be done with folders when they become too bulky for use? (019) | Use more folders as necessary; label and date |
| What is added to the file folder label when there is a retention period of one year or longer? (019) | The year (calendar or fiscal) |
| What is done when files expand to more than one drawer? (019) | Review the file plan to determine the inclusive series number |
| What is the first step in filing a document? (020) | Latest action on top |
| What should you do prior to filing a document if an attachment is missing? (020) | Get the missing record/information; make a notation |
| What items do you remove from a document prior to filing? (020) | All mail control forms/receipts, envelopes, memo routing or coordination slips |
| How is a record marked for filing? (020) | Mark "file" with proper official's initials; upper right hand corner of the record |
| What is the primary purpose for maintaining records? (020) | Ensure we can give needed info to decision makers whenever/wherever needed |
| What is the first item in a file plan? (020) | File plan |
| What form do you use for cross-reference? (021) | DD Form 2861, cross-reference |
| What can you use if the official cross-referencing form is not available? (021) | Make copies of the records, file each copy in the applicable series |
| What does cross-referencing provide? (021) | More reliable files service as long as excessive cross-referencing is avoided |
| Why are records kept? (022) | They contain needed information |
| Why are filing systems developed? (022) | So information can be retrieved promptly and efficiently |
| Where is the AF Form 614 filed? (022) | Put in place of the removed record or folder |
| Define disposition (023) | Destruction, salvage, donation, or transfer to staging area or records center |
| What are the two categorized areas of disposition? (023) | Transfer and destruction |
| What key roles does the records disposition program play in the management of Air Force records? (023) | Economic and efficient management of Air Force records |
| What does the records disposition program consist of? (023) | Scheduling, preserving, disposing of records; protects legal and financial rights of the government and Air Force personnel; safeguards against illegal removal/loss/destruction |
| What are the three objectives of the records disposition program? (023) | Retire long-term, transfer short-term, and dispose short-term |
| What is the length of time the Air Force keeps a record? (023) | Retention period |
| What retention period do records have that are not authorized for a specific disposition? (023) | Permanent |
| What does enduring value mean? (023) | The documentation will remain in existence indefinitely |
| Define a Temporary record (023) | Any record identified by the Archivist of the U.S. to have insufficient value to warrant preservation bu the National Archives |
| How do you destroy magnetic tapes or other magnetic medium? (023) | Degauss or overwrite |
| What should you do with records when a unit is designated or reorganized and there is no change in function or mission? (023) | Files are continued and cut off the same way and at the same time as if no change of status had occurred |
| When can you dispose of records without regard to the tables and rules? (023) | Menace to health, life or property; state of war/hostile action outside the CONUS; taking up space urgently needed for military purposes; not considered valuable enough to warrant preservation |
| What does the vital records programs ensure? (024) | Continuity of government during national emergencies |
| What are two traditional types of vital records? (024) | Emergency-operating records and records to protect rights |
| What is an emergency? (024) | Situation of a serious natire, developing suddenly/unexpectedly, demanding immediate action |
| What is a disaster? (024) | Unexpected occurrence, widespread destruction/distress, long-term adverse effects on agency ops |
| Given the importance of vital records, how should agencies arrange for offsite storage? (024) | With a facility not subject to the same emergency or disaster but still reasonably accessible to agency staff |
| How do records custodians accomplish the end-of-year closeout? (025) | Transfer physical records to the inactive files area (or staging) |
| Define cutoff (025) | Separating active records from inactive records |
| How often should the records custodian review the file plan? (025) | At least annually |
| What determines the cutoff for active records? (025) | Retention period |
| What are the three cutoff periods? (025) | Monthly, calendar year, fiscal year (and N/A) |
| How is the cutoff identified when it doesn't contain a month or year? (025) | N/A |
| What form is used as a packing list for transferred or retired records? (025) | SF 135 |
| When is a separate SF 135 prepared? (025) | For each series of temporary records and for unclassified, secret, confidential, and top secret records |
| What minimum items should be included on deployed unit file plans? (025) | Maintenance and disposition; policy and precedent; delegations; general correspondence; office admin files; transitory; word processing files hard copy; maintained in organized files; presentation in accordance with the RDS |
| What record management advice did the DoD provide on 15 August 2003? (025) | Records on combat ops in Iraq (all major deployments) are of historical value; must be preserved for future studies/analyses |
| Who is the Air Force working with to establish archiving capabilities? (025) | NARA and other major AOR areas as CENTAF |
| Who manages the staging area for a base? (026) | Base records manager |
| What type of records do these facilities maintain? (026) | With a retention period of less than nine years to eliminate the expense of transporting records to the FRCs |
| What type of records are not kept at the staging area? (026) | Active |
| Who must approve a waiver to grant small volumes of 2- to 8- year retention records to be kept in the current files area? (026) | Records manager |
| What are some of the criteria that must be met for selecting staging area? (026) | Weather, lightning, heat/air, precaution (rodents/insects), security, and space |
| What does an OPR use as an Air Force Form 525, Records Disposition Recommendation, for? (027) | Change, addition, or deletion to the records disposition schedule |
| What must you do if the disposition of the record cannot be determined in advance of the implementation of a directive because of unknown user and reference needs for the record? (027) | The OPR simply recommends a proposed disposition standard and submits the Air Force Form 525 with a qualifying statement |
| What is the minimum length of time an Air Force Form 525 stays in suspense with the records manager if a disposition cannot be determined? (027) | 6 months |
| What is the Federal Register? (027) | Official daily publication for rules, proposed rules, and notices of Federal agencies, organizations, executive orders, and other documents |
| What are some of the responsibilities of the AFFRLO? (027) | POC for Federal Register, advice/guidance to Air Force personnel |
| What information does the public have a right to? (028) | Information concerning the activities of its government |
| A record requested by a member of the public who follows rules established by proper authority will not be withheld in whole or in part unless what? (028) | The records are exempt from mandatory partial or total disclosure under the FOIA |
| How does the Air Force conduct its activities? (028) | In an open manner with the need for security/adherence to the requirements of laws and regs |
| Who obtains recommendations from the OPR for records? (028) | FOIA manager |
| Who provides training for the FOIA program? (028) | FOIA manager |
| Who finds and provides the requested records? (028) | Office of primary responsibility |
| When is a FOIA request considered received? (029) | When the office physically receives it |
| When are fees waived? (029) | $15 or less |
| Within how many working days must a final response determination be made? (029) | 20 working days |
| What can requesters do if they are dissatisfied with the results of a FOIA request? (029) | Sue the Air Force |
| What are the two types of FOIA requests? (029) | Simple and complex |
| What type of request is processed quickly & in small volumes? (029) | Simple |
| Who does a requester submit an appeal to? (029) | Secretary of the Air Force |
| What report is mandated by the statute, reported on a fiscal basis, and submitted to the Attorney General? (029) | Annual FOIA report |
| Who is responsible for reporting information on the annual FOIA report? (029) | FOIA manager |
| What does the PA of 1974 do for individuals? (030) | Unwarranted invasion of personal privacy |
| What is a system of records? (030) | Any group of agency records |
| Where must the Air Force publish a description of its records systems covered by the PA? (030) | Federal Register |
| Who is responsible to manage and safeguard the system? (030) | System managers |
| Who is the focal point in their functional area for general PA questions and correspondence? (030) | PA monitors |
| Does a requestor need to state the act when requesting records that are contained in a system of records? (031) | No |
| How many workdays, if possible, should you give a copy of the requested records to the requestor? (031) | 10 workdays of receipt |
| What may a system manager ask if a third party is present during a record review? (031) | Written consent |
| When can you release information to a third party? (031) | When the subject agrees orally or in writing |
| What is the fine for maintaining PA record systems that has not been published in the Federal Register or for making an unauthorized disclosure? (032) | $5,000 |
| What are some examples of non-releasable information? (032) | Marital status, number/name/sex of dependents, address, phone number, DOB, SSN, race/ethnicity |
| How many days does a system manager have to process access denials? (032) | 5 workdays after you receive the request |
| How is PA information protected? (032) | According to its sensitivity |
| What must the system manager verify to avoid unauthorized disclosure of PA info? (032) | The identity of all requestors unless the record sought is available to anyone under the FOIA |
| How are records containing personal data disposed of? (032) | In a manner that prevents inadvertent compromise |
| What are the four headings for a PA statement? (032) | Authority, purposes, routine uses, disclosure |
| What is displayed when an information system contains PA info? (032) | Warning banners on the 1st screen to assist in safeguarding the information |
| What criteria must FOUO meet under the FOIA? (033) | Exemptions two through nine |
| How is an individual paragraph in a classified document marked as FOUO? (033) | "FOUO" at the top of the paragraph |
| What must be done if FOUO information is transmitted to authorized persons outside the DoD? (033) | Expanded marking to explain the significance of the FOUO markings must be used |
| How is FOUO information protected during duty hours? (033) | Keep in an out-of-sight location |
| How is FOUO information protected during non-duty hours? (033) | Stored to prevent unauthorized access |
| What is done with FOUO when protection from public disclosure is no longer needed? (033) | Remove the markings and tell everyone who has them, the status has changed |
| How is FOUO information disposed? (033) | Shred |
| Can FOUO information be recycled? (033) | Yes |
| What is one objective of the publications and forms management program? (034) | Ensure pubs and forms are complete, accurate, current, and accessible to Air Force users |
| Who is authorized to serve as the POC for pubs and forms where the Air Force serves as the lead service? (034) | Only Air Force civilian employees or military members |
| Who ensures that OPRs follow guidance on creating, maintaining, and disposing of reports according to AFIs? (034) | Air Force Network Integration Center |
| Who is solely responsible for the accuracy, currency, and integrity of the contents and for compliance with their publications and forms? (034) | The OPR |
| Who at a minimum needs to be one organizational level above the OPR? (034) | Certifying official |
| What are the approving officials? (034) | Senior leaders responsible for policies and guidance/procedures pertaining to their functional areas |
| What are the two types of Air Force publications? (035) | Directive and non-directive |
| All publications in the directive publications category must carry what statement in te publication header? (035) | "Compliance with this publication is mandatory" |
| What are some directive publications? (035) | Policy directives, policy memos, mission directives, instructions, and manuals |
| An AFPM must be converted to or integrated into an AFPD within how many days or the policy is no longer in effect and who approves all AFPMs? (035) | 180 days; SECAF |
| What are the publications that extend or add material to publicationss issued by higher headquarters or agencies? (035) | Supplements |
| Air Force personnel use nondirective publications in what manner? (035) | Reference aids, "how-to" guides, or sources of official information |
| What are two types of visual aids and how are they used? (035) | Permanent: explains/instructs Temporary: informs or motivates |
| Describe a departmental form (035) | Used AF wide or by more than one MAJCOM, DOA, DRU, base, or wing |
| What is important to remember if you download publications to your computer? (036) | Check e-publishing site for changes to pubs |
| What is the single source for accessing, viewing, downloading, ordering, and printing electronic products? (036) | E-publishing |
| What are the sections in Part I of the product announcement? (036) | A - pubs released; B - rescinded pubs; C - pubs not yet available; D - general info |
| What is a subscription service? (036) | A way to be notified by e-mail anytime there's a change to a pub or series number |
| Why is a releasability statement added? (036) | To specify any limitations on distribution |
| How many interim changes can be issued to an Air Force departmental publication? (037) | 1 to 5, after the 5th change, the publication must be rewritten |
| What are two types of changes? (037) | Interim and administrative |
| On administrative changes, why is there no coordination required? (037) | Because these types of changes are non-substantive |
| What is the fine for maintaining a records system that has not been published in the Federal Register? (038) | Up to $5,000 |
| What is the Federal Register? (038) | Official daily publication for rules, proposed rules, and notices |
| What is an official system of records? (038) | Authorized by law or Executive Order, needed to carry out an Air Force mission, published in the Federal Register |
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