1
AFQTPXXXXX-222RA Records Management – User Training Exam
| Latest 2026 Updated Edition | Comprehensive Practice Questions,
Verified Answers, Detailed Explanations & Complete Exam
Preparation Study Guide | Instant PDF Download Available
1. During a basewide inspection, a Chief Master Sergeant is asked who bears the ultimate
responsibility for ensuring that federal records are properly collected and safeguarded. What is
the correct response?
A) Only the unit commander
B) The designated Records Manager
C) The base legal office
D) All Department of the Air Force Personnel (military, civilians, contractors)
Correct Answer: D. All Department of the Air Force Personnel (military, civilians,
contractors). The responsibility for records management is universal and applies to everyone
within the Department of the Air Force, not just a single office or individual.
2. A new civilian employee asks their supervisor about the potential consequences of not
properly disposing of old records. Which statement would be an accurate reflection of the
policy?
A) Only military members can be held accountable for records mismanagement.
B) Contractors are exempt from records management laws.
C) Individuals cannot be held liable for records not properly maintained/disposed of.
D) Individuals can be held liable for failing to properly maintain or dispose of records.
Correct Answer: D. The statement that individuals cannot be held liable is false. Personnel
can face administrative or legal consequences for failing to adhere to records management
policies.
3. A Master Sergeant is cleaning out their desk and finds a signed copy of their own Appointment
Letter. According to the definition of a record, how should this document be classified?
A) It is a record because it is signed and official.
B) It is not a record because it is a personal copy.
C) It is a record only if it has a control number.
D) It is not a record because it is a duplicate.
Correct Answer: A. A signed Appointment Letter is an official record as it is a signed,
approved, or released document that documents an official action.
4. A Tech Sergeant is reviewing a box of old files and finds an AF Achievement Medal certificate
with an official order number. What is the status of this document?
A) It is not a record.
B) It is a record.
C) It is a reference document.
D) It is a personal document.
,2
Correct Answer: B. An AF Achievement Medal with an order number is an official record
because it documents the formal recognition and award of a medal.
5. A Public Affairs officer is reviewing the official social media account of the CMSgt of the Air
Force. How should the posted content be treated for records management purposes?
A) It is not a record because social media is informal.
B) It is a record.
C) It is a record only if it receives comments.
D) It is a personal communication.
Correct Answer: B. Official social media posts from senior leaders are considered records as
they are created or received in the conduct of official business.
6. An Airman takes a selfie with the First Sergeant at a unit function and prints it out to put on
their desk. How should this photo be classified?
A) It is a record.
B) It is not a record.
C) It is a historical record.
D) It is an essential record.
Correct Answer: B. A personal selfie, even with leadership, is not an official record unless it
documents an official transaction or event.
7. A Staff Sergeant finds a routing slip that was used to move a document between offices. The
routing slip itself is not signed or approved. What is its classification?
A) It is a permanent record.
B) It is a record.
C) It is not a record.
D) It is an essential record.
Correct Answer: C. A routing slip is generally considered a nonrecord or a convenience copy,
as it does not document a final action or decision.
8. A unit clerk subscribes to the Air Force Times and keeps a copy in the office for reference.
What is the status of this publication?
A) It is a record.
B) It is a historical document.
C) It is not a record.
D) It is an essential record.
Correct Answer: C. Commercially available newspapers or publications, unless used to
document a specific official action, are generally not considered federal records.
9. A Senior NCO is defining the term "record" to a group of new Airmen. They explain that a
document created during a contingency operation that cannot be altered once released is best
defined as what?
A) A draft document
B) A record
C) A working paper
D) A reference copy
,3
Correct Answer: B. A record is a document created or received during official business, and
once it is signed, approved, or released, it is official and unalterable in its final form.
10. What is the most accurate description of a "permanent record" as defined in the Air Force
records management program?
A) A record that is kept in the unit for 10 years.
B) A record that has enduring historical value and is transferred to the National Archives.
C) A record that is destroyed after 5 years.
D) A record that is only kept while the current commander is in office.
Correct Answer: B. Permanent records have enduring historical, legal, or fiscal value and are
eventually transferred to the National Archives for preservation.
11. A supervisor asks which category of records is the most common in the Air Force. What is the
correct answer?
A) Permanent Records
B) Essential Records
C) Temporary Records
D) Classified Records
Correct Answer: C. The vast majority of Air Force records are temporary and have a set
disposition schedule for destruction after their administrative value expires.
12. An Airman is reviewing a file plan and sees a record type that is held for 1 day to 100 years
before destruction. This describes which type of record?
A) Permanent Record
B) Essential Record
C) Temporary Record
D) Archival Record
Correct Answer: C. Temporary records have varying retention periods, from very short (1
day) to very long (100 years), but are ultimately destroyed.
13. A unit is preparing for a potential disaster. The commander asks which records are vital to
the unit's mission and legal standing. What classification of records is the commander referring
to?
A) Temporary Records
B) Essential Records
C) Historical Records
D) Disposable Records
Correct Answer: B. Essential Records are those vital to the continuation of operations
(Emergency Operating Records) or the protection of rights (Legal and Financial Rights
Records).
14. A Records Manager is explaining the lifecycle of a record to a new POC. What is the correct
chronological order of the lifecycle phases?
A) Disposition, Maintenance and Use, Creation/Receipt
B) Creation/Receipt, Disposition, Maintenance and Use
C) Creation/Receipt, Maintenance and Use, Disposition
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D) Maintenance and Use, Creation/Receipt, Disposition
Correct Answer: C. The lifecycle is sequential: 1) Creation/Receipt, 2) Maintenance and Use,
and 3) Disposition (archive or destroy).
15. During an orientation, a new officer asks what makes a document an official record. What is
the primary criterion?
A) It must be in a paper format.
B) It must be signed, approved, or released.
C) It must be filed in the correct color folder.
D) It must be reviewed by the legal office.
Correct Answer: B. For a document to be an official record, it must be signed, approved, or
released to document the official action.
16. A unit receives a notice from the legal office requiring them to stop destroying documents
related to a specific incident. This action is known as what?
A) A document freeze
B) A litigation hold
C) A records retention schedule
D) A disposal authorization
Correct Answer: B. A Litigation Hold is an official action that requires an organization to
search for and preserve all relevant information related to a pending or ongoing legal matter.
17. A Senior Airman is about to separate from the Air Force. They want to take some documents
from their desk. What is the correct procedure?
A) They can take any document they want.
B) They must get permission from their Records Professional, except for personal documents.
C) They are not allowed to take any documents under any circumstances.
D) They only need permission from their supervisor.
Correct Answer: B. Members leaving federal service require permission from their records
professional to remove official documents, with the exception of purely personal documents.
18. A legal office sends a Freedom of Information Act (FOIA) request to a unit. The instruction is
to provide all responsive records. What must be included in the search?
A) Only official memos.
B) Only signed final documents.
C) Messages, attachments, and emojis.
D) Only emails with a specific subject line.
Correct Answer: C. When responding to litigation holds, FOIA requests, or investigations, you
must provide all responsive messages, attachments, and even emojis that may be relevant.
19. A staff member receives an official text message on their government cell phone. Once the
text is assessed as an official record, what is the timeline to transfer it to the office repository?
A) 24 hours
B) 48 hours
C) 72 hours
D) 1 week
AFQTPXXXXX-222RA Records Management – User Training Exam
| Latest 2026 Updated Edition | Comprehensive Practice Questions,
Verified Answers, Detailed Explanations & Complete Exam
Preparation Study Guide | Instant PDF Download Available
1. During a basewide inspection, a Chief Master Sergeant is asked who bears the ultimate
responsibility for ensuring that federal records are properly collected and safeguarded. What is
the correct response?
A) Only the unit commander
B) The designated Records Manager
C) The base legal office
D) All Department of the Air Force Personnel (military, civilians, contractors)
Correct Answer: D. All Department of the Air Force Personnel (military, civilians,
contractors). The responsibility for records management is universal and applies to everyone
within the Department of the Air Force, not just a single office or individual.
2. A new civilian employee asks their supervisor about the potential consequences of not
properly disposing of old records. Which statement would be an accurate reflection of the
policy?
A) Only military members can be held accountable for records mismanagement.
B) Contractors are exempt from records management laws.
C) Individuals cannot be held liable for records not properly maintained/disposed of.
D) Individuals can be held liable for failing to properly maintain or dispose of records.
Correct Answer: D. The statement that individuals cannot be held liable is false. Personnel
can face administrative or legal consequences for failing to adhere to records management
policies.
3. A Master Sergeant is cleaning out their desk and finds a signed copy of their own Appointment
Letter. According to the definition of a record, how should this document be classified?
A) It is a record because it is signed and official.
B) It is not a record because it is a personal copy.
C) It is a record only if it has a control number.
D) It is not a record because it is a duplicate.
Correct Answer: A. A signed Appointment Letter is an official record as it is a signed,
approved, or released document that documents an official action.
4. A Tech Sergeant is reviewing a box of old files and finds an AF Achievement Medal certificate
with an official order number. What is the status of this document?
A) It is not a record.
B) It is a record.
C) It is a reference document.
D) It is a personal document.
,2
Correct Answer: B. An AF Achievement Medal with an order number is an official record
because it documents the formal recognition and award of a medal.
5. A Public Affairs officer is reviewing the official social media account of the CMSgt of the Air
Force. How should the posted content be treated for records management purposes?
A) It is not a record because social media is informal.
B) It is a record.
C) It is a record only if it receives comments.
D) It is a personal communication.
Correct Answer: B. Official social media posts from senior leaders are considered records as
they are created or received in the conduct of official business.
6. An Airman takes a selfie with the First Sergeant at a unit function and prints it out to put on
their desk. How should this photo be classified?
A) It is a record.
B) It is not a record.
C) It is a historical record.
D) It is an essential record.
Correct Answer: B. A personal selfie, even with leadership, is not an official record unless it
documents an official transaction or event.
7. A Staff Sergeant finds a routing slip that was used to move a document between offices. The
routing slip itself is not signed or approved. What is its classification?
A) It is a permanent record.
B) It is a record.
C) It is not a record.
D) It is an essential record.
Correct Answer: C. A routing slip is generally considered a nonrecord or a convenience copy,
as it does not document a final action or decision.
8. A unit clerk subscribes to the Air Force Times and keeps a copy in the office for reference.
What is the status of this publication?
A) It is a record.
B) It is a historical document.
C) It is not a record.
D) It is an essential record.
Correct Answer: C. Commercially available newspapers or publications, unless used to
document a specific official action, are generally not considered federal records.
9. A Senior NCO is defining the term "record" to a group of new Airmen. They explain that a
document created during a contingency operation that cannot be altered once released is best
defined as what?
A) A draft document
B) A record
C) A working paper
D) A reference copy
,3
Correct Answer: B. A record is a document created or received during official business, and
once it is signed, approved, or released, it is official and unalterable in its final form.
10. What is the most accurate description of a "permanent record" as defined in the Air Force
records management program?
A) A record that is kept in the unit for 10 years.
B) A record that has enduring historical value and is transferred to the National Archives.
C) A record that is destroyed after 5 years.
D) A record that is only kept while the current commander is in office.
Correct Answer: B. Permanent records have enduring historical, legal, or fiscal value and are
eventually transferred to the National Archives for preservation.
11. A supervisor asks which category of records is the most common in the Air Force. What is the
correct answer?
A) Permanent Records
B) Essential Records
C) Temporary Records
D) Classified Records
Correct Answer: C. The vast majority of Air Force records are temporary and have a set
disposition schedule for destruction after their administrative value expires.
12. An Airman is reviewing a file plan and sees a record type that is held for 1 day to 100 years
before destruction. This describes which type of record?
A) Permanent Record
B) Essential Record
C) Temporary Record
D) Archival Record
Correct Answer: C. Temporary records have varying retention periods, from very short (1
day) to very long (100 years), but are ultimately destroyed.
13. A unit is preparing for a potential disaster. The commander asks which records are vital to
the unit's mission and legal standing. What classification of records is the commander referring
to?
A) Temporary Records
B) Essential Records
C) Historical Records
D) Disposable Records
Correct Answer: B. Essential Records are those vital to the continuation of operations
(Emergency Operating Records) or the protection of rights (Legal and Financial Rights
Records).
14. A Records Manager is explaining the lifecycle of a record to a new POC. What is the correct
chronological order of the lifecycle phases?
A) Disposition, Maintenance and Use, Creation/Receipt
B) Creation/Receipt, Disposition, Maintenance and Use
C) Creation/Receipt, Maintenance and Use, Disposition
, 4
D) Maintenance and Use, Creation/Receipt, Disposition
Correct Answer: C. The lifecycle is sequential: 1) Creation/Receipt, 2) Maintenance and Use,
and 3) Disposition (archive or destroy).
15. During an orientation, a new officer asks what makes a document an official record. What is
the primary criterion?
A) It must be in a paper format.
B) It must be signed, approved, or released.
C) It must be filed in the correct color folder.
D) It must be reviewed by the legal office.
Correct Answer: B. For a document to be an official record, it must be signed, approved, or
released to document the official action.
16. A unit receives a notice from the legal office requiring them to stop destroying documents
related to a specific incident. This action is known as what?
A) A document freeze
B) A litigation hold
C) A records retention schedule
D) A disposal authorization
Correct Answer: B. A Litigation Hold is an official action that requires an organization to
search for and preserve all relevant information related to a pending or ongoing legal matter.
17. A Senior Airman is about to separate from the Air Force. They want to take some documents
from their desk. What is the correct procedure?
A) They can take any document they want.
B) They must get permission from their Records Professional, except for personal documents.
C) They are not allowed to take any documents under any circumstances.
D) They only need permission from their supervisor.
Correct Answer: B. Members leaving federal service require permission from their records
professional to remove official documents, with the exception of purely personal documents.
18. A legal office sends a Freedom of Information Act (FOIA) request to a unit. The instruction is
to provide all responsive records. What must be included in the search?
A) Only official memos.
B) Only signed final documents.
C) Messages, attachments, and emojis.
D) Only emails with a specific subject line.
Correct Answer: C. When responding to litigation holds, FOIA requests, or investigations, you
must provide all responsive messages, attachments, and even emojis that may be relevant.
19. A staff member receives an official text message on their government cell phone. Once the
text is assessed as an official record, what is the timeline to transfer it to the office repository?
A) 24 hours
B) 48 hours
C) 72 hours
D) 1 week
