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RECORDS CUSTODIAN – RC
MAINTAINS, SERVICES, AND DISPOSES OF THE OFFICE RECORDS
BASE RECORDS MANAGER – RM
ADMINISTERS THE INSTALLATION RECORDS MANAGEMENT PROGRAM
RECORDS
ALL BOOKS, PAPERS, MAPS, CHARTS, PHOTOGRAPHS, MACHINE READABLE
CHIEF OF OFFICE OF RECORD – COR
RESPONSIBLE FOR PHYSICAL & LEGAL CUSTODY OF ALL RECORDS THE OFFICE CREATES/RECIEVES
FUNCTIONAL AREA RECORDS MANAGER – FARM
SERVES AS TE POINT OF CONTACT FOR AND MONITTORS THE RM PROGRAM IN THEIR UNIT OR FUNCTIONAL AREA AND SERVES AS A LIAISON W/ BASE RM
MAJOR COMMAND – MAJCOM
APPOINT A COMMAND RECORDS MANAGER (CRM)
AIR FORCE RECORDS OFFICER – AFRO
TO ADMINISTER THE PROGRAM REPRESENT THE SECRETARY OF THE AF ON RM ISSUES AND OVERSEE THE LEGAL REQUIREMENTS OF RECORDS DISPOSAL
DoD DISCOVERY METADATA SPECIFICATION – DDMS
WHO DEFINES DISCOVERY METADATA ELEMENTS FOR RESOURCES POSTED TO COMMUNITY & ORGANIZATIONAL SHARED SPACES
HYPERLINK BASE
OPTIONAL FIELD, RECOMMEND ENTERING THE URL FOR THE E-FOLDER
RETENTION PERIOD
REFERS TO THE LENGTH OF TIME RECORDS ARE KEPT AFTER CUTOFF BUT BEFORE FINAL DISPOSITION
INACTIVE FILES
ARE RECORDS THE OFFICE NO LONGER NEEDS OR ARE IN A RETENTION PERIOD AFTER THE CUTOFF DATE AND AWAITING FINAL DISPOSITION
RECORD SERIES
GROUP OF RECORDS OR OTHER RECORDING MEDIAL REALTING TO THE SAME SUBJECT THAT IS IDENTIFIED W/ A PARTICULAR TABLE & RULE
PERPETUAL FILES
ARE RECORDS THAT DO NOT HAVE A SPECIFIC CUTOFF DATE
ACTIVE FILES
ARE THE RECORDS AND OFFICE USES FREQUENTLY IN CURRENT BUSINESS OR UNTIL A CUTOFF PERIOD IS MET
PERSONAL PAPERS
ARE DOCUMENTARY MATERIALS BELONGING TO AN INDIVIDUAL THAT ARE NOT USED TO CONDUCT AGENCY BUSINESS
PERMANENT RECORDS
ARE RECORDS THAT THE ARCHIVIST OF THE US APPROVED FOR PERMANENT RETENTION
FILES PLAN
SHOWS WHAT RECORDS ARE MAINTAINED AND IN WHAT ORDER THEY ARE KEPT IN AN OFFICE OF RECORD
COMPLETE, INITIAL, NAME AND FILE
WHAT MUST AN INDIVIDUAL ENSURE BEFORE FILING A DOCUMENT?
CHARGE OUT RECORD, FORM 614, 614a
WHAT MUST BE USED WHEN REMOVING A DOCUMENT FROM THE FILES PLAN?
NUMERICAL, ALPHABETICAL AND ORGANIZATIONAL
WHAT ARE 3 WAYS A DOCUMENT CAN BE FILED?
PROMPTLY/IMMEDIATELY
HOW SOON ARE ELECTRONIC AND PAPER RECORDS ARE FILED?
SHARED DRIVE
HOW DO YOU GET TO THE ELECTRONIC FILE LOCATION FOR YOUR SECTION?
DD FORM 2861, CROSS REFERENCE
WHAT IS USED WHEN FILING A RECORD THAT INVOLVES MORE THAN ONE RECORDS SERIES AND TOO LARGE TO MAKE COPIES
STANDARD FORM 135 – SF 135
RECORDS PROFESSIONALS WILL PREPARE A _______, FOR EACH GROUP OF RECORDS FROM THE SHARED DRIVE OR MOVE TO OFF-LINE OR DISK STORAGE
TITLE, SUBJECT, AUTHOR, COMMENTS
WHAT FOUR MANDATORY FIELDS ARE REQUIRED FOR METADATA COMPLIANCE?
PRIVACY ACT OF 1974 – PA
WHAT ACT DID CONGRESS PASS TO PROTECT INDIVIDUALS FROM UNWARRANTED INVASION OF THEIR PERSONAL PRIVACY?
PERSONAL IDENTIFIABLE INFORMATION – PII
INFORMATION IN AN INFORMATION SYSTEM OR ONLINE COLLECTION; THAT DIRECTLY IDENTIFIES AN INDIVIDUAL
VITAL RECORDS
WHAT RECORDS ARE APPROVED FOR PERMANENT RETENTION BY THE NATIONAL ARCHIVES OF THE US?
VITAL RECORDS
ESSENTIAL TO THE CONTINUED OPERATION OR RECONSTITUTION OF AN ORGANIZATION DURING AND AFTER AN EMERGENCY
EMERGENCY OPERATING RECORDS AND RIGHTS & INTERESTS RECORDS
WHAT ARE THE TWO CATEGORIES OF VITAL RECORDS?
NATIONAL ARCHIVES – NARA
STORES, PROTECTS, MAINTAINS RIGHTS AND INTEREST VITAL RECORDS FOR AGENCIES DESIRING MORE PERMANENT STORAGE OF THEIR VITAL RECORDS
EMERGENCY OPERATING RECORDS – EOR
WHICH SERVE THE FEDERAL GOVT IF THE COUNTRY IS ATTACKED
EOR INCLUDE:
– THE MILITARY EFFORT
– THE MOBILIZATION AND PROTECTION OF MATERIAL, PERSONNEL, SERVICES, AND SYSTEMS
– MAINTENANCE OF PUBLIC HEALTH, SAFETY, ORDER AND THE CONDUCT OF CIVIL DEFENSE ACTIVITIES
RIGHTS AND INTEREST RECORDS
WHICH UPHOLD THE LEGAL RIGHTS AND INTERESTS OF INDIVIDUAL CITIZENS AND THEIR GOVT
R&IR INCLUDE:
-SOCIAL SECURITY RECORDS
-RETIREMENT RECORDS
-PAYROLL & INSURANCE RECORDS
-VALUABLE RESEARCH RECORDS
NETWORK CONTROL CENTER – NCC & CLIENT SUPPORT ADMINISTRATORS – CSA
MUST WORK TOGETHER TO SET UP AN EFFECTIVE, BASE-WIDE ELECTRONIC FILE STRUCTURE
TITLE
MANDATORY FIELD. IN SOME APPLICATIONS THE TITLE IS AUTOMATICALLY COMPLETED BASED ON THE FIRST LINE OF TEXT IN THE RECORD. UPDATE OR CHANGE INACCURATE INFO
SUBJECT
MANDATORY FIELD. ENTER RECORD SUBJECT SUCH AS POLICY, ADMINISTRATIVE, PERSONNEL, ETC. FOR FILE PLANS USING PROJECT NAMES AS SUBFOLDERS, MAY USE TH E PROJECT TITLE AS PART OF THE SUBJECT
AUTHOR
MANDATORY FIELD. LONGTERM, ENTERING THE OFFICE SYMBOL AND FUNCTIONAL AREA IN CONCERT WITH THE DOCUMENT AUTHOR WILL ENABLE QUICKER DOCUMENT RETRIEVAL AND REVIEW
MANAGER
OPTIONAL FIELD. RECOMMEND CORs OFFICE SYMBOL AND RECORDS CUSTODIAN’S NAME
COMPANY
OPTIONAL FIELD. RECOMMEND OFFICE SYMBOL OR FUNCTIONAL AREA OF AUTHOR
CATEGORY
OPTIONAL FIELD. USE THIS BOX TO IDENTIFY THE TYPE OF RECORD (IE VITAL OR ELECTRONIC)
KEYWORDS
OPTIONAL FIELD. USE OF THIS BOX AIDS IN SEARCH AND RETRIEVAL. RECOMMEND EACH OFFICE DEVELOP A LIST OF STANDARD KEYWORDS AND USE THEM IN CONCERT WITH THE METADATA CATALOG
COMMENTS
MANDATORY FIELD. AT A MINIMUM THIS FIELD MUST INCLUDE RECORD TYPE (PERMANENT OR TEMP) AND THE RDS TABLE AND RULE FROM THE FILE PLAN PARENT FOLDER
FOIA
THE AFRO WILL DIRECT MAJCOM, FOA, AND DRU RMs TO CONDUCT NON_____ _______ _______ _______ _______ RECORD SEARCHES UPON RECEIPT OF A WRITTEN REQUEST TO PERFORM A DEPARTMENTAL RECORD SEARCH
ALL AF RECORD MANAGERS
WHO IS REQUIRED TO USE AFRIMS?
RECORDS DISPOSITION TABLE – RDS
WHAT DATABASE CAN BE USED TO FIND A TABLE & RULE?
DISPOSITION
A COMPREHENSIVE TERM THAT INCLUDES DESTRUCTION, SALVAGE, OR DONATION, TRANSFER TO A STAGING AREA, OR RECORDS CENTER, OR TRANSFER FROM ONE ORGANIZATION TO ANOTHER
FILES PLAN
WHAT SERVES AS THE ROAD MAP OR TABLE OF CONTENTS OF THE ACTIVE FILES?
FY = FISCAL YEAR SEP 30
CUTOFFS USED FOR FILES THAT IS DEALING WITH MONETARY TYPE FILES
CUTOFFS
TERM USED FOR SEPERATING ACTIVE RECORDS FROM INACTIVE RECORDS
DISPOSITION GUIDE CARDS
WHAT IS USED IN FRONT OF EACH SERIES AND IN THE SAME SEQUENCE SHOWN ON THE FILES PLAN USING CONTROL LABELS CONSISTENTLY THROUGHOUT THE FILES?
DISPOSITION CONTROL LABELS
AFRIMS WILL ALLOW ONLY ONE DISPOSITION AUTHORITY PER SERIES ON THE FILES PLAN
ANNUALLY
HOW OFTEN DOES THE RC REVIEW THE FILE PLAN, TO CUTOFF RECORDS?
TAKE ACTION TO GET THE MISSING INFORMATION TO COMPLETE THE RECORD, MAKE A NOTATION TO SHOW WHAT IS MISSING OR WHERE IT IS FILED IN ANOTHER SERIES
IF A RECORD IS NOT COMPLETE, WHAT IS THE REQUIRED ACTION?
NETWORK & SYSTEMS ADMINSTRATORS
WHO MUST COORDINATE WITH THE RECORD PROFESSIONALS AT EACH INSTALLATION TO MAP ELECTRONIC FILE LOCATIONS IN CONCERT WITH THE UNIT’S FILE PLAN LOCATED IN AFRIMS?
ACTIVE AND INACTIVE
WHAT INFO IS INCLUDED ON THE DRAWER LABEL IF THE FILES EXTEND TO TTWO OR MORE DRAWERS?
CIRCLE APPRORIATE FILE CODE IN UPPER RIGHT HAND CORNER AND WRITE “FILE” AND INITIALS
HOW ARE DUPLICATED RECORDS MARKED FOR FILING?

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