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MARKS

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Title: 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
2
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).

5
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.

7
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.

9
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.

10
ARIMS APPLIES TO(Records)

Unclassified Army Records
Classified Army Records through SECRET
TOP SECRET Optional

11
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

12
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.

14
TERMS AND DEFINITIONS

ARIMS
File
Records
Housekeeping Records
Current Records
Noncurrent Records

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

15
PAUSE
16
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.

17
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

18
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

19
Questions Answers (Lesson 1)

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

20
Questions Answers (Lesson 1)

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

21
PAUSE
22
Questions Answers (Lesson 2)

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

9. e
10. g

23
PAUSE
24
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

25
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)

26
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.

27
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.

28
ARRANGEMENT OF RECORDS

Chronological
Numerical
Alphabetical

29
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.

30
DISPOSITION STANDARDS

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

31
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.

32
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.

33
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.

34
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.

35
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.

36
STORING AND RETRIEVING RECORDS, cont.

IRMs can retrieve records from any ORL they
approved.

37
PAUSE
38
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.

39
Questions Answers (Lesson 3)

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

40
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

41
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

42
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.

43
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

44
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.

45
PAUSE
46
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.

47
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.

48
PAUSE
49
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

50
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

51
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

52
PAUSE
53
Questions Answers (Lesson 5)