Term
| What are the four classes of information in cognitive hierarchy? |
|
Definition
| Data, info, knowledge, and understanding |
|
|
Term
| What must you do to data for it to become meaningful to the end user? |
|
Definition
| It must be processed and organized |
|
|
Term
|
Definition
| Used to describe how the data is structured using a prescribed syntax and to associate the data with semantics |
|
|
Term
|
Definition
| The act of learning of integrating from various pieces of information |
|
|
Term
| What is the objective of transparency? |
|
Definition
| To ensure that the process of transforming data into information used for decision making is traceble, auditable and demonstrably proven, and makind it authoritative (trustable) |
|
|
Term
| Content delivery services deliver information assets to end users. These services can be of two types, what are they? |
|
Definition
| Core data services and aggregation services |
|
|
Term
| What does Services oriented Enterprise provide? |
|
Definition
| It provides a means of achieving IT agility and flexibility to support rapidly evolving mission processes and changing goals and objectives |
|
|
Term
| Haw are data elements obtained? |
|
Definition
| From data models and represent DOD data requirements |
|
|
Term
|
Definition
| something that is measurable and repeatable |
|
|
Term
|
Definition
| A specialized format for organizing and storing data |
|
|
Term
| How are data structures organized? |
|
Definition
| with the capability to request or query only the information necessary to fulfill a requirement |
|
|
Term
|
Definition
| The structured description of the records |
|
|
Term
| What are physical data structures concerned with? |
|
Definition
| How data resides in a database |
|
|
Term
| Explain the difference between using linked and sequential lists. |
|
Definition
| Linked lists use pointers to identify the order of items; sequention lists use the natural order of items |
|
|
Term
| What do logical data structures allow users to do? |
|
Definition
| View stored data in the database |
|
|
Term
| How do tables and views differ? |
|
Definition
| A database table is a set of data elements (values) that is organized using a model of horizontal rows and vertical columns. Views are also relational tables, but their data is calculated at query time |
|
|
Term
Define the following parts od a hierarchical data structure:
1.Parent node
2.Child node
3.Root node |
|
Definition
Parent node: Then node on the top end of the branch
Child nod: The node on the bottom of the branch
Root node: A special type of parent node; the top of the hierarchicala tree |
|
|
Term
| What is special about a network data structure? |
|
Definition
| The relationship from child-to-parent and the relationship from parent-to-child can be one too many |
|
|
Term
| What must you ensure before installing any software product on an operational Air Force computer? |
|
Definition
| That local security officials have certified that appropiate actions have been taken to ensure the security of the system will not be degraded by the addition of the new software programs |
|
|
Term
| What security features should security software inplement? |
|
Definition
| To detect and resond to unauthorized attempts to change, circumvent, or otherwise violate security features. The system shoul also abort/suspend the unauthorized activity and record the incident in the audit log |
|
|
Term
| What restriction applies to maintaining activities? |
|
Definition
| Restrict software maintenance to authorized maintenance personnel with the appropriate security clearance |
|
|
Term
| Whay should you perform a security audit trail? |
|
Definition
| To determine if the security features on your system are working |
|
|
Term
| What events are auditable? |
|
Definition
| Use of identification and authentification, user actions to create, modify, or delete programs/files, actions taken by computer operators, system administrators, and system security administrators, any event that attempts to change the security profile of the system, any events that attempt to violate the security policy of the systems |
|
|
Term
| What information should be recoreded during the audit? |
|
Definition
| Type of event, date and time of the event, the unique identifier of the user or device generating the event, success or failure of the event, origin of the request for identification and authentification events, name of program/file introduced, accessed, or deleted |
|
|
Term
| How can you protect critical data against tampering? |
|
Definition
| Provide this protection by controlling physical access to the AIS itself, by installing keyboard locks or other security mechanisms on the computer, or by establishing procedures requiring removal and secure storage or critical data from an unattended AIS |
|
|
Term
| List one important guideline for enhancing data security. |
|
Definition
| Establish contingency and recovery procedures |
|
|
Term
| What access controls can you apply to a database? |
|
Definition
| Control access to files, segments, software, and devices so only authorized users, based on need to know, can used the system and data resources. |
|
|
Term
| What is the main purpose of a database? |
|
Definition
| To make data independent of the programs that uses it |
|
|
Term
|
Definition
| The process of organzing data into tables in such a way that the results of using the database are unambiguous |
|
|
Term
| Describe the first three normal forms |
|
Definition
-
Each attribute of the entity occurs only once and there are no repeating groups of data.
-
An entity is in first normal formand each attribute is dependent on its entire primary key.
-
An entity is in second normal for and no attribute of the entity is dependent on another non-key attribute.
|
|
|
Term
| What is data denormalization? |
|
Definition
| The process of deliberately violation data normilization techniques |
|
|
Term
| Who is responisible for the technical inplementation and maintenance of the datbase? |
|
Definition
|
|
Term
| What permissions can the DBA grant? |
|
Definition
| Access, Insert, delete, and modify existing data |
|
|
Term
| Name four functions a DBA performs. |
|
Definition
| managing the database structure and the DBMS; the data activity; and maintaining the data repository |
|
|
Term
| What is the DBA's final responsibility when managing the database structure? |
|
Definition
| Updating the system documentation |
|
|
Term
| What are the symptons of database fragmentation? |
|
Definition
| Slow response to on-line inquiries, report extracts that take longer that normal and abnormally large database files. |
|
|
Term
| List three steps of reorganization |
|
Definition
- Copy current records to another media
- Initialize database
- Reload database
|
|
|
Term
| In an effort to combat situations we have little control over what should a DBA consider using? |
|
Definition
| UPS Unitterupted power supply |
|
|
Term
| To minimize database destruction how often should the database be backed up? |
|
Definition
|
|
Term
| What is the pupose of the portal? |
|
Definition
| ba a major starting point for users when they connect to the web |
|
|
Term
| What is the key enabler for the information technology task force? |
|
Definition
|
|
Term
| What does the air Force Portal provide as a key element in the Air Force enterprise architecture? |
|
Definition
| Common virtual platform for access and sharing accurate information, a catalyst for reducing overlap and duplication among cross-functional information systems, and a mean for doing self-service functions. |
|
|
Term
| The air force Portal covers the spectrum of air Force missions and processes to include what? |
|
Definition
| Business, combat support and command and control processes |
|
|
Term
| What is the mnost important part of the Air portal initiative? |
|
Definition
|
|
Term
| What does single sign-on enable with the air Force portal? |
|
Definition
| To enter their passwords once and gain access to all their applications with no further log-in |
|
|
Term
| Who works in collaboration with the content publisher to ensure information on the AF Portal is accurate and applicable with AFIs and AF portal guidance? |
|
Definition
|
|
Term
| What are the two parts of Phase 1 knowledge Creation? |
|
Definition
| Data and information and Knowledge |
|
|
Term
| Who is considered the "owner" of some amount of content on the AF Poertal? |
|
Definition
|
|
Term
| Which form provides the ability to upload an individual's biography with a picture or to manually type in all components to the form itself? |
|
Definition
|
|
Term
| Which form provides the ability to create contact lists? |
|
Definition
|
|
Term
| Which form is used for uploading photos, clipart, and video? |
|
Definition
|
|
Term
| Which form is used for all types of content? |
|
Definition
|
|
Term
| Which form is used for compiling a list of links? |
|
Definition
|
|
Term
| What are the two main environments used to punlish to the Air Force portal? |
|
Definition
| Development and production |
|
|
Term
| What is the Publishing center portal environment used for? |
|
Definition
| To enter data into inline publishing forms |
|
|
Term
| What is the primary purpose of the Air Force portal production environment? |
|
Definition
| Production. It is the "live" production environment |
|
|
Term
| How many sections are on a landing page and what are these sections called? |
|
Definition
| There are 8 sections which consist of page Tools, Header, Feature Portlet, Searcg, Block area, Left navigational pane, Contact the Content manager, and right navigational Plane |
|
|
Term
| What is the process of making content visible on the production environment on the AF Portal? |
|
Definition
|
|
Term
| Where must content be entered before it can be "deployed"? |
|
Definition
|
|
Term
| What option do Cintent publishers use to keep users from clicking on channels and programs that contains no content? |
|
Definition
| Images must have been uploaded prior ti creating the document. |
|
|
Term
| what form is used to include links on the AF Portal? |
|
Definition
|
|
Term
| What is Hypertext markup Language? |
|
Definition
| The set of mark up symbols or codes inserted in a file intended for display on a Web browser page. |
|
|
Term
|
Definition
| Markups that define the structure of the Web page |
|
|
Term
| Home page files should be saved with what file extension? |
|
Definition
|
|
Term
| what are the three parts of the tables? |
|
Definition
| A row, a header to describe the data in a row or column and the data cell is a division of a row and contains table data |
|
|
Term
| When may you post personal information on publicy accessible DOD website? |
|
Definition
| Unless clearly authorized by law and implementation regualtion and policy |
|
|
Term
| What must privacy and security notices clearly explain? |
|
Definition
| Where the collection or sharing of certain information is voluntary, and notify users how to provide consent |
|
|
Term
| What is a privacy Advisory? |
|
Definition
| It informs the individual why the information is solicited and how it will be used. |
|
|
Term
| Describe knowledge management |
|
Definition
| Managing an organization's knowledge-level information in a way that allows easy, usable access by members for use in decision-making. |
|
|
Term
| What are the phases of knowledge management? |
|
Definition
| Knowledge creation; knowledge capture and transfer; and knowledge delivery |
|
|
Term
| What is the result when information is organnized and abstracted to produce something that is useful, predictive, and expository to the decision-maker? |
|
Definition
|
|
Term
| What are the two characterizations of Knowledge management capabilities? |
|
Definition
| Technical and organizational |
|
|
Term
| What is technical Knowledge Management capability? |
|
Definition
| Common collaborative capabilities and knowledge engines |
|
|
Term
| Communities of Interest are a collaborative group of users that must exchange information in pursuit of what? |
|
Definition
| Their shared goals, interests, missions, or business processes |
|
|
Term
|
Definition
| Integrated process engineering and control and management disciplines |
|
|
Term
| What are the goals of Knowledge Based operations? |
|
Definition
| Provide air, sea, and land forces, engaged in combat, immediate access to updated, tailored, and correlated data ensuring total battlespace awareness. |
|
|
Term
| What does enterprise information management directly support? |
|
Definition
| Knowledge Based Operations |
|
|
Term
| What is critical to building Air Force information superiority? |
|
Definition
| Accurate, timely, and relevant information |
|
|
Term
| What principle describes business processes and logic to govern Air Force information? |
|
Definition
| Enterprise information Management |
|
|
Term
| What does a community of practice workspace provide? |
|
Definition
| A web-based collaborative environment where members of a group use shared information and administrative and communications tools to conduct business, manage a project, keep abreast of important group issues, and solve group problems |
|
|
Term
| What area on the AF Portal does it describe the COP and its capabilities? |
|
Definition
|
|
Term
| What are the three community security practices? |
|
Definition
| Open, Restricted, and closed community |
|
|
Term
| What shoul be created first before creating any links? |
|
Definition
|
|
Term
| What is the role of the change agent? |
|
Definition
| Educating COP users and recognizing COP contributors |
|
|
Term
| What are the two techniques talked about to help maintain interest in a COP? |
|
Definition
| To e-mail a link to a document that may interest a specific COP member or group, or encourage COP members to use the Alert feature |
|
|
Term
| What can an implementation plan help with? |
|
Definition
| Assist the knowledge owner in the cultural change effort required to implement a COP |
|
|
Term
| What is the first step if you do not have a graphic or image uploaded to a picture library? |
|
Definition
| On the site page, click the site actions menu, and then click the creat link |
|
|
Term
| When copying the URL, what part of teh URL do you need? |
|
Definition
|
|
Term
| A library with a default document template of "none" can only store documents of what particular file type? |
|
Definition
|
|
Term
| What are the four categories of lists and/or libraries? |
|
Definition
| Libraries, tracking, communication, and custom lists. |
|
|
Term
| After you create a new page what is your next step? |
|
Definition
| Type a name and description for the list or library |
|
|
Term
| In a library, what is the "default document template for the library" used for? |
|
Definition
| The template is used to create a new document when the user clicks the new button in the library |
|
|
Term
| Who will set up all workflow settings? |
|
Definition
|
|
Term
| Sharepoint helps establisj a collaborative site to enable what? |
|
Definition
| Manage content across their organization |
|
|
Term
| When a site is created, users can be added into what group? |
|
Definition
| Owners; members; approvers |
|
|
Term
| What are the three templates used most often and the most useful? |
|
Definition
| Team site; blank site; and Wiki site |
|
|
Term
| How do you modify a web part? |
|
Definition
| Go to the page that the Web part is on and select site actions, edit page, click edit on the Web part you wish to edit and then select modify shared Web Part |
|
|
Term
| Who is responsible for managing the permission, rights, and access to the site? |
|
Definition
|
|
Term
| what is the difference between "Everyone" and "Aunthenticated Users" group? |
|
Definition
| The Authenticated users group contains only members who have actually logged on, using an ordinary user account. |
|
|
Term
| What are some capabilities of the search function? |
|
Definition
| Search everywhere in SharePoint; search almost any content source outside SharePoint; search all MS Office file types by default; and the user profile properties will be indexed |
|
|
Term
| What level is indexing and search features activated by default for all information stored in SharePoint? |
|
Definition
|
|
Term
| What collaboration services are available for electronic communications? |
|
Definition
1) Web Conferencing
2) Instant Messaging
3) Collaborative Workpace
4) Application Sharing |
|
|
Term
| What enables users to communicate and interact with groups large and small, in real-time, using high impact presentations and essential collaboration tools? |
|
Definition
|
|
Term
| What collaborative tool provides comprehensive content management and enterprise searches? |
|
Definition
| Microsoft Office sharepoint |
|
|
Term
| What is the AF goal concerning accessibility to Internet resources? |
|
Definition
| Whith acceptable risk, the goal provides personnel requiring access for official business maximum accessibility to Internet resources. |
|
|
Term
| What continues to increase as a technique for obtaining and disseminating information worldwide? |
|
Definition
| Use of the web and wen techologies |
|
|
Term
| Name a few requirements that must be met for posting information on private Web pages |
|
Definition
1) Pages must not violate vendors' license
2) Each page must display required warning notices and banners
3) All top-level pages must contain the Web page maintainer's organization, office symbol, commercial telephone number, DSN phone number, organizational e-mail address. |
|
|
Term
| Who is the final approval authority for the Internet release package? |
|
Definition
|
|
Term
| What does "information" include? |
|
Definition
| Any statement or reception of knowledge such as facts, data, or opinions |
|
|
Term
| What is the primary purpose of managing information effectively and efficiently? |
|
Definition
| To enhance the Air Force mission |
|
|
Term
| What are five ways we manage information in support of information resources management? |
|
Definition
| Security, Privacy, Freedom of Information, Paperwork reduction |
|
|
Term
| What are the stages of life cycle management? |
|
Definition
| Creation/ collection, Processing, Dissemination, Use, Storage, disposition |
|
|
Term
| How is communications defined? |
|
Definition
| the process of sharing ideas, information and messages with others |
|
|
Term
| What are the three parts of communication? |
|
Definition
| Sender, Message, Reciever |
|
|
Term
| What is the objective of the electronic communications program? |
|
Definition
| To create clear, efficient, and effectiver communications |
|
|
Term
| How shoul you write to identify who is responisible for what actions? |
|
Definition
|
|
Term
| What should the average sentence length be? |
|
Definition
|
|
Term
| 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? |
|
Definition
| Multiple address memorandums |
|
|
Term
| where do the words "IN TURN" get typered on an IN TURN Memorandum? |
|
Definition
| One line below the last address |
|
|
Term
| What are the three types of formats for form memorandums? |
|
Definition
| Prewritten, fil in, optional statement |
|
|
Term
| What do indorsements add? |
|
Definition
| Comments directly on the original memorandum, messgae, or previous indorsement. |
|
|
Term
| What are the two type of indorsements? |
|
Definition
| Same page and seperate page |
|
|
Term
| What would you do if the indorsement does not fit and must be typed on a blank poece of bond paper? |
|
Definition
| Use the seperate page indorsement format |
|
|
Term
| What type of letter is used when warmth or sincerity is essential? |
|
Definition
|
|
Term
| What are the three types of memorandum for records? |
|
Definition
| Seperate page, explanatory, brief |
|
|
Term
| What is a staff summary sheet used for? |
|
Definition
| Summarize staff work, to request action or to forward information |
|
|
Term
| What type of paper uses frgments to present key points, positions and facts in a brief, orderly fashion when the user has knowledge of the subject? |
|
Definition
|
|
Term
| What typ of paper is used to advocate or convince the reader on an argument or position? |
|
Definition
|
|
Term
| What are the two classes of AF electronic messaging? |
|
Definition
|
|
Term
| What classes uses Fortezza cards to sign and encrypt organizational messages to ensure messages integrity, non repudiation, and accountability? |
|
Definition
|
|
Term
| What takes advantage of DOD's rebust and trusted PKI? |
|
Definition
| A signed and encrypted e-mail |
|
|
Term
| Who is responsible for ensuring the record emails are properly filed for access and retrieval? |
|
Definition
|
|
Term
| What is replacing or supplementing foraml AF formats for communications? |
|
Definition
|
|
Term
| What can easily be mistaken for angry defiance when you use capital letters, exclamation points and strong adjectives and adverbs? |
|
Definition
|
|
Term
| What is the most common mistake before sending emails? |
|
Definition
|
|
Term
| What backup method stores your old items that are inportant but rarely used? |
|
Definition
|
|
Term
| What are the two ways you can archive? |
|
Definition
| Automatically and manually |
|
|
Term
| What are the steps to archive maually? |
|
Definition
| Click archive or the file plan and the click the folder you want to archive choose a date and click ok |
|
|
Term
| What is considered officail mail? |
|
Definition
|
|
Term
| What is the term reffering to the total system that collects, processes and delivers communications? |
|
Definition
|
|
Term
| Who acts as the bridge between the action office and the OMC? |
|
Definition
|
|
Term
| Who acts as the bridge between the action office and the OMC? |
|
Definition
|
|
Term
| What office uses and/or responds to official communications? |
|
Definition
|
|
Term
| What is done with undelivered mail containing the endorsement do not forward at the end of the work day? |
|
Definition
| Must be stored in a classified starage container |
|
|
Term
| If you are suspicious of a mailing and you are unable to verify the contents with the addressee or sender what should you do? |
|
Definition
| Protect Yourself and take caution |
|
|
Term
| the most secure service the USPS systems offers |
|
Definition
|
|
Term
| Confirmation of delivery including date, time, and location, and you can request to have letter mailed to you with a copy of the recipients signiture |
|
Definition
|
|
Term
| Mail sealed against inspections |
|
Definition
|
|
Term
| Provides a reciept to the sender of delivery |
|
Definition
|
|
Term
| Faster service offered by the USPS |
|
Definition
|
|
Term
| What tupe of mail calss can not be used to send personal correspondance? |
|
Definition
|
|
Term
| WHo acts as the agent for all official on-base activities? |
|
Definition
|
|
Term
| What does the AF use to help control the communication while in AF channels? |
|
Definition
|
|
Term
| What is the best choice for unsuring accountable mail containers remain in a controlled environment? |
|
Definition
|
|
Term
| When you recieve an accountable mail container from the activity distribution office or the OMC, what shoul you do? |
|
Definition
| Compare the container number with the number listed on the xontainer reciept to make sure you're signing for the correct package |
|
|
Term
| When a response is not recieved on a reciept for classified info, within what timeframe is a tracer action done? |
|
Definition
| Tracer action is intiated 30 days for material sent within the continental US or 45 days for material sent outside the continental US |
|
|
Term
| What are the two classifications decisions? |
|
Definition
|
|
Term
| Who may originally classify documents? |
|
Definition
| Individuals occupyin positions specifically authorized in writing may classify documents originally |
|
|
Term
| What is an original classification? |
|
Definition
| Initial decision that an item needs to be classified |
|
|
Term
| Under what circumstances is information derivatively classified? |
|
Definition
| When it is extracted, paraphrased, restated, or generated in a new form |
|
|
Term
| What will a security investigation identify? |
|
Definition
| correct problems to prevent futher incidents |
|
|
Term
| Define a "security violation" |
|
Definition
| Any knowing willful, or negligent action that results in disclosure of classified info |
|
|
Term
|
Definition
| unauthrized individuals with access to classified info |
|
|
Term
| What you do if you find classified material out of proper control? |
|
Definition
| take custody and safeguard it then report to the commander |
|
|
Term
| What is required for a person to recieve classified info? |
|
Definition
| need to know, security clearance, and nondisclosure agreement |
|
|
Term
| How can you determine a person's security clearance? |
|
Definition
| Joint Personal Adjudication system, confirmation from security manager, and clearance level on orders |
|
|
Term
| Who is responsible for determining an individual's "need to know" for classified info? |
|
Definition
|
|
Term
| Who is responsible for ensuring individuals who need access to classified info sign the SF 312? |
|
Definition
| Unit commander and staff agency chiefs |
|
|
Term
| Which classification of info may be transmitted through BITS? |
|
Definition
|
|
Term
| Which method is used when transmitting Top Secret material to an installation serviced by diplomatic pouch? |
|
Definition
| The department of State Diplomatic Courier service |
|
|
Term
| When classified material is transmitted from one place to another, how should it be contained? |
|
Definition
| enclosed in two containers durable enough from being tampered with |
|
|
Term
| When is it not required to use an outer container for Secret, Confidential or Unclassifed info? |
|
Definition
| When entering secret and beloe into OMC |
|
|
Term
| To whom is classified material addressed? |
|
Definition
| Official goverment activity |
|
|
Term
| What is included on the inner container of a classified package? |
|
Definition
| complete mailing address of the sending and the recieveing, classification, instructions |
|
|
Term
| What plays a vital role in managing and operating AF activities? |
|
Definition
|
|
Term
| Whos rights must be protected through the proper inplementation of the records management programs? |
|
Definition
| Us gov and persons dealing with AF actions |
|
|
Term
|
Definition
| records than can be altered and that havent been released |
|
|
Term
|
Definition
| already signed and released |
|
|
Term
| How must AF units at all levels manage records? |
|
Definition
|
|
Term
| What records relate solely to an individuals private affair? |
|
Definition
|
|
Term
| Manages the base staging area |
|
Definition
|
|
Term
| Ensures offices of records recieve a staff assisstance visit atleast every 24 months |
|
Definition
|
|
Term
| Ensures RCs attend RM training |
|
Definition
|
|
Term
| Maintains the office files plan and accountability for active and inactive records |
|
Definition
|
|
Term
| Ensures all personnel who create, maintain, and dispose of records, attend records management training |
|
Definition
|
|
Term
| Trains all personnel within three months of assignment, whise duties include filing, maintaining, and disposing of records |
|
Definition
|
|
Term
| The BRM ensures offices of record recieve a SAV how often? |
|
Definition
|
|
Term
| What is staging area used for? |
|
Definition
| temporary storage of records waiting for disposal |
|
|
Term
| How should you save e-mails? |
|
Definition
|
|
Term
| What contributed to the need for an ERM solution? |
|
Definition
|
|
Term
| Who will work together to create an effective, base-wide e record file structure? |
|
Definition
|
|
Term
| What happens to a document after it is signed or approved by an authorized authority? |
|
Definition
| becomes a recor and tranfered to the sharedrive |
|
|
Term
| Who must monitor the efile box and assist and or file the records in the box? |
|
Definition
|
|
Term
| Why do we want to fill out the summary information on documents we create? |
|
Definition
| Final records will be easier to manage and retrieve |
|
|
Term
| How does AFRIMS ensure standardization and accuracy of every record series? |
|
Definition
| Ensuring all AF wide offices use the same disposition instructions for records |
|
|
Term
| What is AFRIMS specifically responsible for automating? |
|
Definition
| Preperation and maintanance of maintainance and diposition plan and disposition control labels |
|
|
Term
| What does AFRIMS provide from the RDS? |
|
Definition
| Online database of tables and rules |
|
|
Term
| What labels does AFRIMS print? |
|
Definition
| Subdivisions, file diposition control and file folder labels |
|
|
Term
| What type of material is never entered into AFRIMS? |
|
Definition
| Sensitive, Classified, and PA material |
|
|
Term
| What is the decision logic table? |
|
Definition
| A read only database that allows users to view and print RDS info |
|
|
Term
| What are the first and second numbers of the decision logic table associated with? |
|
Definition
| Publication series and control puposes only |
|
|
Term
| What program generates the file disposition control labels? |
|
Definition
|
|
Term
| How many tables and rules can be applied to each record series? |
|
Definition
|
|
Term
| What are the requirements for placing diposition control labels on a guide card? |
|
Definition
| first left tab on the guide card |
|
|
Term
| WHat purpose does the disposition control label on records located away from the file drawer? |
|
Definition
| identify records filed behind it, provide cut of and dispostion instructions |
|
|
Term
| Where do you place the disposition control label on records lacated away from the file drawer? |
|
Definition
| on each container or a card or peice of paper inside the container |
|
|
Term
| What purpose do folders serve? |
|
Definition
| To group related paper records together |
|
|
Term
| What shouyld be done with folders when they become too bulky? |
|
Definition
|
|
Term
| What is shown on the file folder label? |
|
Definition
| The item number series title and office of record |
|
|
Term
| What os added to the file folder label when there is a retention period of one year or longer? |
|
Definition
|
|
Term
| What is done when files expand to more than one drawer? |
|
Definition
| the file plan determines the series number to be placed on each drawer label |
|
|
Term
| What is the first step to filing a document? |
|
Definition
| Assemble documents for filing |
|
|
Term
| What should you do prior to filing a document if an attatchment is missing? |
|
Definition
| find the attatchment or make a note of what is missing in the file |
|
|
Term
| What items do you remove from a document prior to filing? |
|
Definition
| mail control forms and reciepts, envelopes, and memos |
|
|
Term
| How is a record marked for filing? |
|
Definition
| use the word "file" and proper official's initials in the upper right hand corner |
|
|
Term
| What is the primary purpose for maintaining records? |
|
Definition
| give needed info to decision makers when ever and wherever |
|
|
Term
| What is the first item in a file plan? |
|
Definition
| File maintenance and diposition plan |
|
|
Term
| What form do you use for cross reference? |
|
Definition
| DD Form 2861, Cross reference |
|
|
Term
| What can you use if the official cross-referencing form is not available? |
|
Definition
|
|
Term
| What does cross-referencing provide? |
|
Definition
| provide more reliable files service |
|
|
Term
|
Definition
|
|
Term
| Why are filing systems developed? |
|
Definition
| Info can be retrieved promtly and efficiently |
|
|
Term
| Where is the AF Form 614 filed? |
|
Definition
| Placed spot where record was removed |
|
|
Term
|
Definition
| destroying or transfering record to the staging area |
|
|
Term
| What are the two catergorized areas of disposition |
|
Definition
|
|
Term
| What key roles does the records disposition program play in the management of AF records? |
|
Definition
| Economic and efficient management of AF records |
|
|
Term
| What does the records disposition program consist of? |
|
Definition
| scheduling all records for retention or periodic destruction |
|
|
Term
| What are the three objectives of the records disposition program? |
|
Definition
Retire long term paper records
Transfer short term paper records
Dispose of shot term holdings when authorized |
|
|
Term
| What is the legnth of time the AF keeps a record? |
|
Definition
|
|
Term
| What retention period do records have that are not authorized for a specific disposition? |
|
Definition
|
|
Term
| What does enduring value mean? |
|
Definition
| Documentation will remain to exist indefinetly |
|
|
Term
| What does enduring value mean? |
|
Definition
| Documentation will remain to exist indefinetly |
|
|
Term
| Define a temporary record? |
|
Definition
| a record with insufficient value to warant preservation |
|
|
Term
| How do you destroy magnetic tapes or other magnetic medium? |
|
Definition
|
|
Term
| What should you do with records when a unit is designated or reorganized and there is no change in function or mission? |
|
Definition
| continue filing records the same way |
|
|
Term
| When can records with a retention period of more than two years be retired to the paper federal records center any time after the cutoff? |
|
Definition
| In hostile or potentially hostile areas |
|
|
Term
| When can you dispose records without regard to the table and rules? |
|
Definition
| They are a manace to health life or property |
|
|
Term
| What does the vital records program ensure? |
|
Definition
| Continuity of government during national emergencies |
|
|
Term
| What are two traditional types of vital records? |
|
Definition
Emergency operating records
Records to protect rights |
|
|
Term
|
Definition
| A situation demanding immediate action |
|
|
Term
|
Definition
| AN unexpected situation that has a long term effect |
|
|
Term
| Given the importance of vital records, how should agencies arrange for offsite storage? |
|
Definition
| not subject to the same emergency or disaster but still reasonably accessible to gency staff. |
|
|
Term
| How do records custodians accomplish the end-of-year closeout? |
|
Definition
| By transferring physical records to the inactive files are ot to the staging area |
|
|
Term
|
Definition
| a term used for seperating active recors from inactive records |
|
|
Term
| How ofeter should the records custodian review the file plan? |
|
Definition
|
|
Term
| what determines the cutoff for active records? |
|
Definition
|
|
Term
| What are the three cutoff periods? |
|
Definition
|
|
Term
| How is the cutoff identifies when it does not contain a month or year? |
|
Definition
|
|
Term
| What form is used as a packing list for transferred or retired records? |
|
Definition
|
|
Term
| When is a seperate SF 135 prepared? |
|
Definition
| for each series of temprary records in a shipment and for payment records. for unclassifed, secret, confidential, and top secret records when placed in a staging area. |
|
|
Term
| What minimum items should be included on deployed unit file plans? |
|
Definition
| Maintanance and disposition, policy and precedent, delegations, general correspondance, office administration files |
|
|
Term
| What record management advice did the DOD provide on 15 Aug 2003? |
|
Definition
| That records on combat operations in Iraq and those of all major deployments are of historical value and must be preserves for future studies and analyses |
|
|
Term
| Who is the AF working with to establish archiving capabilities? |
|
Definition
| NARA and otheer major AOR areas |
|
|
Term
| Who manages the staging area for a base? |
|
Definition
|
|
Term
| What type of records do these facilities maintain? |
|
Definition
| zrecords with a retention period of less than 9 years |
|
|
Term
| What type of records do these facilities maintain? |
|
Definition
| zrecords with a retention period of less than 9 years |
|
|
Term
| What type of records are not kept at the staging area? |
|
Definition
|
|
Term
| Who must approve a waiver to grant small volumes of 2- to 8- year retention records to be kept in the current files area? |
|
Definition
|
|
Term
| What are some of teh criteria that must be met for selecting a staging area? |
|
Definition
| Weather, lightning, heat/air, precaution against insects and rodents, security, and space |
|
|
Term
| What does an OPR use an AF Form 525, Records Disposition Recommendation for? |
|
Definition
| To recommend a change, addition, or deletion to the RDS |
|
|
Term
| 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? |
|
Definition
| The OPR recommends a proposed disposition standard and submits the AF Form 525 with a qualifying statement |
|
|
Term
| What is the minimum legnth of time an AF For 525 stays in suspense with the records manager if a disposition cannot be determined? |
|
Definition
|
|
Term
| What is the Federal Register? |
|
Definition
| The official daily publication for rules, proposed rules, and notices of federal agencies and organizations. |
|
|
Term
| what info does the public have a right to? |
|
Definition
| Information concerning the activities of its government |
|
|
Term
| what info does the public have a right to? |
|
Definition
| Information concerning the activities of its government |
|
|
Term
| 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? |
|
Definition
| The records are exemptfrom manditory partial or total disclosure under the FOIA. |
|
|
Term
| How does the AF conduct its activities? |
|
Definition
| In an open manner consistent with the need for security and adherence to the requirements of laws and regulations |
|
|
Term
| Who obtains recommendations from the OPR for records? |
|
Definition
|
|
Term
| Who finds and provides the requested records? |
|
Definition
|
|
Term
| Who provides training for the FOIA program? |
|
Definition
|
|
Term
| When is a Foia request considered recieved? |
|
Definition
| When the office physically recieves it |
|
|
Term
|
Definition
|
|
Term
| Within how many working days must a final response determination be made? |
|
Definition
|
|
Term
| Whhat are the two types of FOIA request? |
|
Definition
|
|
Term
| Whhat are the two types of FOIA request? |
|
Definition
|
|
Term
| What type of request is processed quickly and in small volumes? |
|
Definition
|
|
Term
| Who does a rquester submit an appeal to? |
|
Definition
|
|
Term
| What report os mandated by the statute, reported on a fiscal basis, and submitted to the attorney general? |
|
Definition
|
|
Term
| Who is responsible for reporting info on the annual FOIA report? |
|
Definition
|
|
Term
| What does the privacy act of 1974 do for individuals? |
|
Definition
| Protecting individuals from unwarranted invasion of their personal privacy |
|
|
Term
| What is a system of records? |
|
Definition
| any group of angency records |
|
|
Term
| Where must the AF publish a description of its records systems covered by the PA? |
|
Definition
|
|
Term
| Who is responsible to manage and safeguard the system? |
|
Definition
|
|
Term
| Who is the focal point in their functional area for general PA questions and correspondance? |
|
Definition
|
|
Term
| Does a requester need to state the act when requesting records that are contained in a system of records? |
|
Definition
|
|
Term
| How many workdays, if possible, should you give a copy of the requested records to the requestor? |
|
Definition
|
|
Term
| What may a system manager ask if the third party is present during a record review? |
|
Definition
|
|
Term
| When can you release info to a third party? |
|
Definition
| When the subject agrees orally or in writing |
|
|
Term
| What is the fine for maintaining PA record systems that has not been publisjed in the Federal Register or for making an unauthorized disclosure? |
|
Definition
|
|
Term
| What are some examples of nonreleasable info? |
|
Definition
Marital starus
Home of record
Age and date of birth
Number, name and sex of dependents
SSN |
|
|
Term
| What are some examples of nonreleasable info? |
|
Definition
Marital starus
Home of record
Age and date of birth
Number, name and sex of dependents
SSN |
|
|
Term
| How many days does a system manager have to process access denials? |
|
Definition
|
|
Term
| How is a PA information protected? |
|
Definition
| according to its sensitivity |
|
|
Term
| What must the system manager verify to avoid unauthorized disclosure of PA info? |
|
Definition
| all requestors unless the record saought is available to anyone under the FOIA |
|
|
Term
| How are records containing personal data disposed of? |
|
Definition
| In a matter that prevents inadvertent compromise |
|
|
Term
| What are the four headings for a PA statement? |
|
Definition
Authority
Purposes
Routine uses
Disclosure |
|
|
Term
| What is dispayed when an info system contains PA info? |
|
Definition
| Warning banners will be displayed on the first screen to assist in safeguarding the info |
|
|
Term
| FOUO info is a designation that applies to what type of info? |
|
Definition
| Info that has not been given a security classification |
|
|
Term
| What criteria must FOUO info meet under the FOIA? |
|
Definition
|
|
Term
| How is an individual paragraph in a classified document marked as FOUO? |
|
Definition
| By placing FOUO at the begginning of the paragraph |
|
|
Term
| What must be done if FOUO info is transmitted to authorized persons outside the DOD? |
|
Definition
|
|
Term
| How is FOUO info protected during duty hours? |
|
Definition
| Keep in "out-of-sight" location |
|
|
Term
| How is FOUO info protected during nonduty hours? |
|
Definition
| If bulding is locked, lock info in a locked room, in a unlocked file cabinet (2 lock methed) |
|
|
Term
| What is done with FOUO when protection from public disclosure is no longer needed? |
|
Definition
| Remove the markings, and tell everyone who has the records that the status has changed |
|
|
Term
| How is FOUO info disposed? |
|
Definition
| By tearing each copy into peices |
|
|
Term
| Can FOUO info be recycled? |
|
Definition
|
|
Term
| What is one objective of the publications and forms management program? |
|
Definition
| Ensure publications and forms are complete, accurate, current, and accessible to AF users |
|
|
Term
| Who is authorized to serve as the POC for publications and forms where the AF serves as the lead service? |
|
Definition
| Only civilian employess or military memebers of the AF |
|
|
Term
| Who ensures that OPRs follow guidance on creating, maintaining, and disposing of reports according to AFIs? |
|
Definition
| AF Network Intergration Center |
|
|
Term
| Who is solely responsible for the accuracy, currency, and integrity of the contents and for compliance with their publications and forms? |
|
Definition
|
|
Term
| Who at a minimum needs to be one organizational level above the OPR? |
|
Definition
|
|
Term
| Who are the approving officials? |
|
Definition
| Senior leaders responsible for policies and guidance/ procedures pertaining to their functional areas |
|
|
Term
| What are the two types of AF publications? |
|
Definition
|
|
Term
| All publications in the directive publications category must carry what statement in the publication header? |
|
Definition
| "COMPLIANCE WITH THIS PUBLICATION IS MANDATORY" |
|
|
Term
| What are some directive publications? |
|
Definition
Policy directives
Policy memorandums
Mission directives
Instructions |
|
|
Term
| 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? |
|
Definition
|
|
Term
| What are publications that extend or add material to publications issued by higher headquarted or agencies? |
|
Definition
|
|
Term
| AF personnel use nondirective publications in what manner? |
|
Definition
| reference aids, "how-to" guides, or as source of official info |
|
|
Term
| What are the two types of visual aids and how are they used? |
|
Definition
Permanent-explain or instruct
Temporary- inform or motivate |
|
|
Term
| Describe a departmental form. |
|
Definition
Used AF Wide
prescribed by a deparmental publication such as an AF instruction or manual |
|
|
Term
| What is inportant to remember if you download publications to your computer? |
|
Definition
|
|
Term
| What is the single source for accessing, viewing, downloading, ordering, and printing electronic products? |
|
Definition
|
|
Term
| What is the single source for accessing, viewing, downloading, ordering, and printing electronic products? |
|
Definition
|
|
Term
| What are the sections in Part 1 of the pruct announcement? |
|
Definition
Section A-Publication released
Section B- rescinded publication
Section C- publications noy yet available
Section D- General info |
|
|
Term
| What is a subscription service? |
|
Definition
| a way to be notifed by email anytime there is a change to a publication or a series number |
|
|
Term
| Why is the Rehabilitation Act important in publications? |
|
Definition
| E publishing must comply with section 508 of the Rehabilitation Act for all online products |
|
|
Term
| Why is a realsability statement added? |
|
Definition
| To specify any limitations on distribution |
|
|
Term
| How many interim changes can be issued to an AF departmental publication? |
|
Definition
| 1-5, after the 5th one the publication must be rewritten |
|
|
Term
| What are the two types of changes? |
|
Definition
|
|
Term
| On administrative changes, why is there no coordination required? |
|
Definition
| Because these types of changes are non-substantive |
|
|
Term
| What is the fine for maintaining a records system that has not been published in the Federal register? |
|
Definition
|
|
Term
| What is the Federal register? |
|
Definition
| Official daily publication for rules, purposed rules, and notices |
|
|
Term
| What is an official system of records? |
|
Definition
| Authorized by law or executive order, needed carry out an AF mission or function, and published in the federal register |
|
|
Term
| What should you check prior to releasing personal info to a third party? |
|
Definition
| Authorized under PA, consider the consequences, and check the accuracy of the info |
|
|
Term
| When can you ask a third party for personal info? |
|
Definition
| When you must verify info, want opinions or evaluations, when you cant contact the subject of records or when asking for a SSN |
|
|
Term
| What are the two ways a PA statement may be given? |
|
Definition
|
|
Term
| When is a PA statement given? |
|
Definition
| anyone who you are collecting personal information that will be put in a system of records or when asking for a SSN |
|
|
Term
|
Definition
| Authority, purposes, routine uses, and disclosure- FOUO |
|
|
Term
| How are tapes and magnetic medium destroyed? |
|
Definition
|
|
Term
| What is the purpose of the info collection and reports management program? |
|
Definition
| To reduce, costly, ineffective, and redundant info collection and reporting requirements. |
|
|
Term
| What is the basic policy for information collection reports? |
|
Definition
| Ensure sufficient info is available to achieve military effectiveness and management effeciency |
|
|
Term
| What type of info collection requires a control symbol? |
|
Definition
| Status, summary, or statistical info that is complied and transmitted from one organizational component to another. |
|
|
