MARKS

1
ARMY RECORD INFORMATION MANAGEMENT SYSTEM(ARIMS)
Army Records Information Management System
presented by DHR Administrative Services Division
Mr. David Crutcher, 442-3907/6573
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THE FEDERAL RECORDS ACT OF 1950

• This law contains the statutory authority for the
  ARIMS program.
• GSA and NARA are dual players.
• Controls disposition of records for all the
  Federal Government.
• NARA establishes authority number.
• Locally, Garrison Records Manager (GRM) at DHR
  (Mr. Williams) is responsible.

3
STATUTORY
PENALTIES
AUTHORITIES

• Federal Records Act of 1950
• Sections 3301-3314, Title 44 U.S. Code

• 2,000 Fine
• 3 Years
• Both

4
ARIMS PRINCIPLES

• Properly manage long-term and permanent records.
• Allows the business process to manage short-term
  records.
• Shifts retention and disposition burdens to the
  Records Holding Area (RHA).

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PURPOSE OF ARIMS

• Properly manage information from its creation
  through final disposition.
• Ensures commander and staff have the information
  needed to accomplish the mission.
• Preserves those records needed to protect the
  rights and interests of the Army, its members,
  and its former members.

6
NEW DISPOSITION INSTRUCTIONS

• ARIMS removes the requirement to place the cutoff
  and destroy instructions on the record label.
• Only two types of disposition instructions
• Keep (K) Activity/unit maintains until
  destruction date (based on business practices).
• Transfer (T) These are long-term records and
  require transfer to the RHA.

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KEEP-TYPE (K) RECORDS

• Retention Periods KN through K6
• Office maintains and destroys
• Do not retain K records longer than 6 years or 6
  years after the end of the event.

8
TRANSFER-TYPE RECORDS

• Retention Periods T1 through TP
• Office maintains and transfers to RHA after
  holding 2 years or as directed by the IRM.

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REQUIREMENT TO MAINTAIN RECORDS IAW ARIMS

• AR 25-1, Information Mgt, requires the creation
  of records to document and support the business
  processes of the Army. Records created under the
  purview of this regulation, regardless of content
  or format, will be kept in accordance with the
  retention schedules found in AR 25-400-2.

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ARIMS APPLIES TO(Records)

• Unclassified Army Records
• Classified Army Records through SECRET
• TOP SECRET Optional

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ARIMS APPLIES TO(Organizations)

• Active Army
• Army National Guard
• U.S. Army Reserves
• ROTC Instructor Groups
• Contractors
• DOD agencies for which DA is the executive or
  operating agent

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ARIMS DOES NOT APPLY TO

• Publications and Blank Forms stocked for filling
  requisitions
• Reference Material and Books (Designated
  Libraries)
• Personal or private records maintained in
  workplace

13
ESTABLISHING TEMPORARY FILE NUMBERS

• Only the local Information Manager (Installation
  Records Manager) can establish temporary file
  numbers.
• Disposition will be KU or TU.

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TERMS AND DEFINITIONS

• ARIMS
• File
• Records
• Housekeeping Records
• Current Records
• Noncurrent Records

• Records Holding Area
• Office Records List (ORL)
• Retention Period
• Disposition Instructions

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PAUSE
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Questions Answers (Lesson 1)

• 1. ARIMS applies to what organizations?
• Active Army, Army National Guard, U.S. Army
  Reserve, Reserve Officers Training Corps
  instructor groups, contractors who create Army
  records, and DOD agencies for which DA is the
  executive or operating agent.

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Questions Answers (Lesson 1)

• 2. Who is responsible for the ARIMS Program at
  installation level?
• DHR
• 3. What contains the statutory authority for the
  ARIMS Program?
• The Federal Records Act of 1950

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Questions Answers (Lesson 1)

• What established the legal basis for the disposal
  of federal records?
• Sections 3301-3314, Title 44, U.S. Code
• 5. What is the maximum penalty for the willful
  and unlawful destruction, damage, or alienation
  of federal records?
• 2,000 fine
• 3 years in prison
• or both

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Questions Answers (Lesson 1)

• 6. ARIMS applies to what types of records?
• Unclassified
• Classified through SECRET
• TOP SECRET may be set up using ARIMS

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Questions Answers (Lesson 1)

• 7. Who can establish temporary file numbers?
• Installation Records Manager
• 8. Do contractors use ARIMS?
• Yes

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PAUSE
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Questions Answers (Lesson 2)

• 1. f
• 2. c
• 3. a
• 4. i
• 5. j
• 6. d
• 7. b
• 8. h

• 9. e
• 10. g

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PAUSE
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FINDING RECORD NUMBERS AND RETENTION PERIODS

• Go to ARIMS Web Site
• https//www.arims.army.mil/
• Proceed to ARIMS Homepage
• Click on RRS-A
• Select records category Program will retrieve
  all records for that category of records
• Click on Rec Num to place in RN order or Rec
  Title to place in subject order

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COMPONENTS OF A RECORD LABEL

• See AR 25-400-2, figure 6-1, page 10
• Record Number (Fort Sill requirement)
• Title You choose
• Year of file (required on all labels)
• Privacy Act Number, if required
• Retention period (K2, KE4, T4, TE4, TP)

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EXAMPLES OF A RECORD LABEL

• 25-30zz Office Copier Files (07)
• KN
• 385-10f4 Accident Incident Cases (FY08)
• K5 A0385-10/40ASO
• Note Label all binders, drawers, cabinets,
• Bookcases, and diskettes boxes.

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RECORD LABELS

• Prepare using the new procedures when you set up
  your new records in Fiscal Year 2009 and current
  calendar year.
• ARIMS will print labels for you however, Fort
  Sill units cannot use the on-line ARIMS program
  to create office records lists (ORL), at this
  time. Continue to create ORLs using the current
  procedures.

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ARRANGEMENT OF RECORDS

• Chronological
• Numerical
• Alphabetical

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FILING HARDCOPY RECORDS

• Ensure all actions are complete and eliminate
  unnecessary attachments.
• Staple documents if possible. DO NOT USE PAPER
  CLIPS!
• Write record number along right edge of document
  unless it is self-identifying and if record
  number was not identified at time of creation.

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DISPOSITION STANDARDS

• See AR 25-400-2, table 7-1, pages 14-15

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OFFICE RECORDS LISTS

• ORLs replace files lists
• See AR 25-400-2, figure 6-1, page 12
• No requirement to retype current list to comply
  with ARIMS.
• Before you can store records within the
  electronic version of ARIMS, you must create an
  ORL. The IRM must approve the ORL before you can
  use it. Currently, we are not creating ORLs
  under the ARIMS program. Consequently, you will
  not be able to store your records electronically.

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ELECTRONIC ARIMS

• You will need to use ARIMS website to access the
  new disposition instructions. However, you do
  not need to register to gain access to this
  feature.
• The IRM will notify the records coordinators when
  they can begin the registration process.

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REGISTRATION

• Records Coordinators will register first. The
  IRM has to approve registration.
• Part of the registration includes the
  identification of your office symbol. ARIMS uses
  office symbols to control which ORL individuals
  will use when electronically storing their
  documents.

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Registration, cont

• Each Records Coordinator will determine the
  office symbol employees will use in their
  registration process. The ORL created using this
  office symbol will be the one the employees will
  use to store their documents.

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STORING AND RETRIEVING RECORDS

• Action officers (basic users) can store documents
  only into the ORL assigned to them.
• Action officers can retrieve only those records
  they have previously stored.
• Records Coordinators may be able to retrieve
  records stored under all ORLs assigned to their
  organizations.

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STORING AND RETRIEVING RECORDS, cont.

• IRMs can retrieve records from any ORL they
  approved.

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PAUSE
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Questions Answers (Lesson 3)

• 1. What do you check for before filing a
  document?
• Ensure all actions have been completed and
  eliminate unnecessary attached material.
• 2. Where and when should a hardcopy document be
  marked with the ARIMS record number?
• Along the right-hand edge
• When document is not identified at time of
  creation.

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Questions Answers (Lesson 3)

• 3. What three ways do you arrange records?
• Date (chronologically)
• Number (numerical)
• Alphabetical (alphabetic or name)

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Questions Answers (Lesson 3)

• 4. A record number must contain what information
  before you can arrange the documents to be
  retrieved by a personal identifier?
• Privacy Act System Notice

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Questions Answers (Lesson 3)

• 5. What document must be prepared by every
  office maintaining records? This document must
  be approved by whom?
• Office Records List
• Installation Records Manager

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Questions Answers (Lesson 3)

• 6. What must be labeled?
• All folders and containers used to store official
  records.
• Includes folders, binders, file cabinet drawers,
  diskettes, PC hard drives, etc.

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Questions Answers (Lesson 3)

• 7. What information must a record label contain?
• Record number
• Title
• Year of record
• Privacy Act number (if applicable)
• Retention period

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Questions Answers (Lesson 3)

• 8. How are record numbers created?
• A record number corresponds to the number of the
  directive prescribing the creation and
  maintenance of that particular record. An
  alphabetical suffix is added to the record number
  to distinguish several records prescribed by a
  single directive (i.e., 380-5a, 380-5b, etc.).
• Record numbers without a dash (-) (i.e., 715j) do
  not have a prescribing directive.

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PAUSE
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TRANSFERRING TO RHA

• Only T records are transferred to RHA.
• The unit will prepare the SF 135 and submit it to
  DHR Admin Svcs for approval.
• Once approved, the IRM will set a day and time
  for the activity to bring the records to the RHA.
• Unit is responsible for placing the boxes on the
  shelves.

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TRANSFER OF RECORDS

• Activity Records Coordinators are responsible for
  ensuring records are turned into the RHA each
  year.
• Purge records.
• Box records. Do not seal boxes.
• Box size is 14 ¾ x 12 x 9 ½
• Prepare SF 135 send to DHR for prior approval
  (NLT 30 Sep for FY 31 Dec for CY).
• Place copy of SF 135 in each box.
• Bring boxed records to RHA.

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PAUSE
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Questions Answers (Lesson 4)

• 1. What are the two types of records?
• Current and noncurrent
• 2. What records are transferred to the RHA?
• Records with T disposition
• 3. What form do you use to transfer records to
  the RHA?
• Standard Form 135

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Questions Answers (Lesson 4)

• 4. When do you forward the form to DHR?
• September for fiscal year records
• December for calendar year records
• 5. Who prepares the transfer form at
  Bn/Bde/Corps level?
• S1/Admin

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Questions Answers (Lesson 4)

• 6. How long do you retain this form?
• Until you no longer need it for business purposes
  (recommend holding for a minimum of 3 years).
• 7. What size of box do you use to ship records
  to the RHA?
• 14 3/4 by 12 by 9 1/2

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PAUSE
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Questions Answers (Lesson 5)

• 1o Office financial files (07)
• K1

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Questions Answers (Lesson 5)

• 420-90b1 Installation fire Prevention (07)
• and protection files
• T1

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Questions Answers (Lesson 5)

• 25-1i Records mgt program (07)
• K6
• 220-1a2 Readiness reports (07)
• K1

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Questions Answers (Lesson 5)

• 600-8-105c Perm order records sets (07)
• (1 thru 210)
• TP

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Questions Answers (Lesson 5)

• 600-8-22b2 Military award cases (07)
• (Approved Awards)
• PA A0672-5-1AHRC (A-Z)
• T25
• NOTE Use this disposition instruction if your
  commander approves the award.

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Questions Answers (Lesson 5)

• 600-8-22b3 Military award cases (07)
• (Recommendations)
• PA A0600-8-22AHRC (A-Z)
• KE2
• NOTE Use this disposition instruction if your
  commander does not approve award.

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PAUSE
60
EVENT DISPOSITION

• You may destroy records immediately after
  occurrence of specified event.
• Do not maintain records longer than 6 years.
• Unlike MARKS, ARIMS requires year of accumulation
  on all records.
• Disposition is KEN

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EVENT DISPOSITION EXAMPLES

• Examples of Event Files
• - Destroy when superseded or obsolete.
• - Destroy when individual transfers or
  separates from organization.
• - Destroy when no longer needed for current
  operations

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PAUSE
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Questions Answers (Lesson 6)

• 1g Office record transmittals (07)
• (SF 135)
• KE6

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Questions Answers (Lesson 6)

• 1p1 Office svc supply files (07)
• (DA Form 12 Series)
• KE6
• 1p2 Office svc supply files (07)
• KE6

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Questions Answers (Lesson 6)

• 1q Office property records (07)
• KE6
• 600-8-3h Mail call hours of (07)
  collection files
• KE6

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Questions Answers (Lesson 6)

• 600-85b3 Alcohol/drug abuse stats (FY07)
• K6
• 710-2c Hand receipts (FY07)
• KE6 PA A0710-2bDALO

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PAUSE
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Questions Answers (Lesson 7)

• 12-15f1 Foreign national pers files (07)
• TE10

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Questions Answers (Lesson 7)

• 1ii Office Military Personnel Files (07)
• KE6 PA A0001bAHRC

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Questions Answers (Lesson 7)

• 190-45c Police property files (07)
• TE5

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Questions Answers (Lesson 7)

• 380-5a Security briefings/debriefings (07)
• KE6 PA A0380-67DAMI

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Questions Answers (Lesson 7)

• 710-2e Property officer designations (07)
• KE6 PA A0710-2aDALO

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PAUSE
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Questions Answers (Lesson 8)

• 1-100a2 Army gift offers (Refused) (07)
• K6 PA A0870-5DAMH

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Questions Answers (Lesson 8)

• 15-6b1 Investigative case files (07)
• (AR 15-6 Investigations)
• TE5 PA A0027-1DAJA
• NOTE At Fort Sill only, transfer to RHA upon
  approval of the 15-6

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Questions Answers (Lesson 8)

• 27-3d Pecuniary charge appeals (07)
• TE10 PA A0027-20aDAJA

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Questions Answers (Lesson 8)

• 570-4j2 Manpower reports (FY07)
• K6
• 190-45e MP desk references (07)
• T5 PA A0190-45DAMO

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Questions Answers (Lesson 8)

• 600-20c2 EO complaint cases (07)
• KE2 PA A0690-600SAMR

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HELP!

• David Crutcher
• DHR Admin Svcs Div
• E-mail david.crutcher_at_us.army.mil
• Bldg 4700
• 442-6573 or 442-3907