Questions and Answers
What are considered essential records?
What are the phases of a record's lifecycle?
Creation, maintenance and use, disposition
Match the statement to its records disposition category:
The vast majority of Air Force Records = Temporary Destroyed after a specific time period or event = Temporary Kept forever = Permanent Transferred to National Archives for preservation = Permanent Has enduring historical value = Permanent
Match the document to the correct record type:
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For a document to be considered an official record, what must it be?
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What is a litigation hold?
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What do Emergency Operating Records meet?
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Legal and Financial Rights Records protect what?
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Provide examples of Legal and Financial Rights Records.
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How much of an organization's records are considered essential?
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What percentage of an organization's records are classified as necessary?
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What percentage of an organization's records are classified as useful?
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What factors may cause loss of legibility in paper-based records?
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What begins with a draft document and ends when the document is finalized?
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What needs to happen once a document becomes an official record?
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What occurs when information within a record loses its organizational value?
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What percentage of records should be transferred to a base staging facility for storage?
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What percentage of records should be destroyed or deleted according to legal disposition rules?
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Discovery Notifications are issued through which entities?
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What should you NOT do with documents/information potentially relevant to litigation?
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Which of the following is a reason for a litigation hold?
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What must you protect during a litigation hold?
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What type of documents are members allowed to remove when leaving Federal service?
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What should members do to request copies of records when separating from the federal service?
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What outlines the regulations around official records?
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Match the description to the appropriate type of documents:
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What is the responsibility for ensuring proper collection, preservation, and safeguarding of federal records?
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Individuals can be held liable for records not properly maintained/disposed of.
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What type of document cannot be altered once released?
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Study Notes
Essential Records
- Include Emergency Operating Records and Legal and Financial Rights Records.
- Critical for sustaining operations during emergencies or disasters.
Record Lifecycle Phases
- Phases include creation, maintenance and use, and disposition.
- Important to arrange these phases in sequential order for effective records management.
Disposition Categories
- Records may be temporary (destroyed after a specific event or time) or permanent (kept indefinitely).
- Essential records account for 3-7% of organizational records and must be accessible within the first 12-72 hours after a disaster.
Record Types
- Distinct records include routing slips (not a record), Air Force Times (record), and signed appointment letters (record).
- Contains various forms of documentation with different classifications.
Official Record Criteria
- A document must be signed, approved, or released to be considered an official record.
Litigation Hold
- A legal action requiring the preservation of documents and information until a litigation freeze is lifted.
Emergency Operating Records Purpose
- Support military mobilization and civil defense activities, protecting personnel, services, and public health.
Legal and Financial Rights Records
- Critical for safeguarding the legal rights of both the government and citizens, example categories include payroll and retirement records.
Necessary Records and Timeframes
- Necessary records compose 50-70% of organizational records, to be retained within 2-6 weeks post-emergency.
- Useful records comprise 20-30% of records, desired within 4-6 months.
Physical Care of Records
- Records must be protected from mildew, dust, insects, and humidity to prevent loss of legibility.
Creation/Receipt of Records
- Involves drafting documents, culminating in a finalized official record once approved or released.
Maintenance and Use
- Official records require organization and storage, alongside activities for efficient retrieval and dissemination.
Disposition Process
- When records lose value, they must be disposed of per AF Disposition schedule guidelines.
Permanent Archival
- Involves 2-5% of records, typically transferred to Federal Records Centers or the National Archives for preservation.
Destruction of Records
- Applies to 95-98% of records, which must be destroyed according to legal regulations set by the National Archives and Records Administration.
Discovery Notifications
- Issued through various channels including the Air Force Records Management System and Base Records Manager.
Handling Information during Discovery
- Prohibits the destruction or deletion of potentially relevant documents during litigation or investigations.
- Applies to both electronic and paper-based records.
Litigation Hold Reasons
- Can be implemented due to ongoing litigation, investigations, audits, and record schedule updates.
Protection During Litigation Hold
- Protect all records, drafts, and working papers as they may be critical during legal proceedings.
Removal of Personal Documents
- Members leaving Federal service must obtain permission to remove documents, with exceptions for personal papers.
Records Management Protocols
- Official records cannot be removed as personal property without agency record professional approval.
- FOIA requests facilitate access to certain records for departing members.
Non-Records and Documentation
- Non-records can be removed with agency approval if they're unclassified and do not create documentation gaps.
Extra Copies
- Can be removed with agency approval, provided they are unclassified and were originally authored by the member.
Personal Papers
- Non-government owned documents that can be taken by individuals when departing.
Responsibility for Record Management
- All Department of the Air Force personnel share the responsibility of preserving and safeguarding federal records.
Liability and Records Management
- Individuals cannot be held liable for records improperly maintained or disposed of, emphasizing the organization's responsibility.
Definition of Record
- A record is an official document generated or received during various operational contexts and cannot be altered once released.
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Description
Test your knowledge on essential records management concepts with these flashcards. Covering topics such as the lifecycle of records and types of records in the Air Force, this quiz will help reinforce your understanding of key terminology and principles. Ideal for students or professionals in records management.
