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100 Cards in this Set
- Front
- Back
Commanders and staff agency chiefs take what type of program to protect the rights of the government and persons directly affected by Air Force actions?
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Records Management program
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How often must the command records manager review each base records management program?
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Every 24 months
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Once they are assigned, active duty personnel whose duties include filing, maintaining, and disposing of official records must be trained within:
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3 months
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Who maintains the office files plan and accountability for active and inactive records?
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Records custodian
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What should agencies develop to respond to emergencies or disasters that may damage records?
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Plan of action
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Where should copies of vital records be stored?
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Facilities not subject to the same emergency or disaster but still reasonably accessible
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What is specifically responsible for automating the preparation and maintenance of the files maintenance and disposition plan?
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Air Force records information management system
(AFRIMS) |
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The records information management system's files maintenance and disposition plan lists all of the following except:
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The record's cutoff period
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What type of lables does the records information management system print?
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Subdivision
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What is the first step in preparing the file plan for your office?
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Determining what type of records your office is responsible for maintaining.
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What identifies file records and provides the cutoff for the records?
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Disposition guide cards
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When more that one item number is kept in the same file, disposition control lables are placed on?
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The same guide card
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Where are lables placed on the file folders?
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Consistantly
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Why is the file plan filed as the first item in a filing system?
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To help retrieve filed documents efficiently
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What gives the reader a reference trail to follow when a document is located somewhere else?
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Cross-reference sheet
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What must you use to control the loan of records?
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Air Force Form 614, Charge Out Record
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What determination must be made before a record can be loaned to an authorized person?
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Period of time the record is needed
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Each of the following is a description of files cutoff except:
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Transfer of elegible records to the records staging area
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On what is disposition based?
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Time period of event
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How does the records disposition program play a key role in the management of Air Force records?
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Economic and efficient management
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Who is authorized to approve the permanent retention of records?
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Archivist of the United States
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When unites change status but do not change function or mission, files are:
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Continued and cutoff the same way and at the same time as if no change of status had occurred
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Who does the OPR submit and AF IMT 525, Records Disposition Recommendation to?
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Records Manager
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What type of records does the staging area store?
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Permanent and temporary
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How much remaining retention must records have to be shipped to a federal records center?
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3 years or more
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What type of records does the SF 135, Records Transmittal and Receipt, identify?
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Retirement to a federal records center, staging center, or transfer to another organization.
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What should be done when shipping classified and unclassified records?
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Separate the records before shipping.
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How are electronic records maintained in a deployed location?
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According to the records disposition
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What does the staging area review to determine what records are eligible for disposal?
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SF Form 135, Records Transmittal and Receipt
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How are magnetic medium and tapes disposed of?
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Degauss or overwrite
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To recycle Privacy Act material, what must recycling contracts include?
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Specific contract clause on safeguarding provacy material until its destruction
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Data in a form that can be read and processed by a computer and satisfies the legal definition of a record is a/an?
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Electronic record
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Who places official records in electronic file areas?
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Users
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Who should read-only records access rights be given to?
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Personnel who have a need to know
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How must your electronic and paper filing systems function?
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Jointly
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What is the fine that may be imposed for maintaining a Privacy Act record system that has not been published in the federal register or for making an unauthorized disclosure?
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$5,000
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To reduce costly, ineffective, and redundant information collections and reporting requirements is the information collections and reports management programs':
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Purpose
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What is the fundamental policy for information collections and reports?
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Control and minimize the burden
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What do the letters and numbers of a reports control symbol indicate?
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The report has been reviewed and approved
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What is the most effective and exonomical way to state policies and procedures?
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Publications
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HOw should responses to requests for information rom news media representatives be handled?
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Encouraged to eliminate the need for requestors to invoke the provision of the FOIA.
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As technology advances, to what type of publishing system is the Air Force migrating?
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DOD-wide
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Who makes initial determinations on the type of request and processing provided a FOIA request?
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FOIA manager
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Who evaluates and approves request to establish special publication systems?
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Publications manager
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Who is the focal point for the FOIA portion of the installation web site?
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FOIA manager
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As a rule, how many days is the maximum a temporary visual aid should be displayed?
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90
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When are fees for a FOIA request automatically waived?
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All assessable costs are $15.00 or less
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When should you setablish a formal paper version requirement for publications?
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Mission-related need only
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When must components provide a final response to a FOIA request that complies with the requesting requirements?
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20 working days
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In which section of Part I of the Air Force publishing product announcement would you find general information?
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Section D
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Which of the following is not a FOIA exemption?
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Administrative rules and practices
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Which distribution symbol is for classified publications and stocked and issued by the OPR?
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X
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Who, on a base, completes the DD Form 2564, Annual Report Fredom of Information Act?
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Base FOIA manager
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What type of distribution will not be placed on the Air Force publishing web site?
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L and X
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Privacy Act officers are responsible for?
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Investigating complaints
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Which distribution symbol is the most widely used?
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F
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Who is the focal point in a functional area for general privacy act questions?
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Privacy act monitor
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When a basic directive is superseded, its supplement:
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Automatically stays in effect
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What type of request allows another Air Force directives to give individuals access to Privacy Act records?
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Functional
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When would a biennial review not be required?
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If a special review was performed within the last 90 days.
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Which element of a Privacy Act statement provides a list of where and why the information will be disclosed outside the DOD?
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Routine uses
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What does the Air Force forms management program provide to help management capture information?
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Data collection tools
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What penalty can be imposed on an individual for making an unauthorized disclosure of Privacy Act information?
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$5,000 fine
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In which section of Part II of the product announcement would you find information on salvage, disposal, or replacement?
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Section B
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Which type of personal information can be given to third parties without the individual's consent?
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Past duty assignments
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Who establishes standards and methods for analyzing, categorizing, designing, controlling, producing, and maintaining all departmental forms?
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Air Force Departmental Publishing Office
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What must the system manager do to avoid unauthorized disclosures of Privacy Act information?
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Verify the identity of all requestors
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Who has the responsibility to conduct a forms review every 2 years based on the creaton date of a form?
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Office of primary responsibility
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What is used to determine the disposal of Privacy Act records?
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Records retention schedule
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What type of form is used in two or more staff offices of a headquarters?
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Headquaters
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Why is a transfer of large quantities of Privacy Act records in bulk to the defense reutilization and marketing office not considered a release of personal information?
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Sheer volume makes it difficult to readily identify specific individual records
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Which of the following is not a basis for a form's biennial review?
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Date electronically released
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When are For Official Use Only records marked?
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When they are created
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Who initiates special and reprint forms reviews on an "as needed" basis?
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Forms manager
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What exemptions must information marked FOUO meets under the freedom of information act or it cannot be withheld?
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2 through 9
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What type of IMT change affect the visual and physical image?
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Revision
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What protection is applied to FOUO documents during normal duty hours?
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Place them in an out-of-sight location
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What actions are appropriate when unauthorized disclosure of FOUO records occurs?
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Appropriate administrative actions to fix the cause, disciplinary actions as needed, and notify the originating organization.
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On the average, about what percentage of a communication do you write in the active voice to communicate effectively?
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75
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In order to deliver a clear message, you should use sentences that are no longer than:
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40 words
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What is the main difference between an official memorandum and a personal letter?
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Format
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What type of memorandum for record is an in-house document to record information that would otherwise not be recorded in writing?
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Separate page
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Multipurpose written briefs that provide information, forward items of interest, or summarize problems are:
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Background papers
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Who is responsible for safeguarding his or her common access care and the personnel identification number?
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User
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Who ensures that action offices package and address communications correctly and that essential mailing elements stand out?
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Activity distribution office
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What must you do with unsealed containers endorced "DO NOT FORWARD" that remain in action offices at the close of business?
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Inspect to determine classification of contents and protect them accordingly
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Which mail class is for use only by authorized publishers and registered newsagents?
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Periodicals
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What type of security classification involves information that is extracted or paraphrased?
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Derivative
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Who determines whether the recipient has a legitimate need for access to the classified information?
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Processor
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Who is responsible for protecting and accounting for classified material at all times?
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Custodians
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What are the appropriate procedures for handling classified information that you remove from an approved storage container?
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Keep under constant watch and trun it face down or cover it with a cover sheet
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The purpose of conducting end-of-day security checks in units that process classified information is to ensure:
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Classified information is stored appropriately
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What is any knowing, willful, or negligent action that could reasonably be expected to result in an unauthorized disclosure of classified information?
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Violation
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Which is not a purpose of classified markings and designations?
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Provide guidance on disposition of records
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Where is the overall classification placed on slides and transparencies?
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Image area of the item and border, holder, or frame
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To help control accountable communications while in Air Force channels, the Air Force uses:
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Container numbers
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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?
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Container numbers and AF Form 12, Accountable Container Receipt
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The best choice for ensuring accountable containers stay in a controlled environment is to mail them:
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Registered
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When you mail classified material, address containers to the:
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Office that is to take action on it.
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Who is responsible for ensuring an adequate local destruction facility exists?
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Installation Commander
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