23nd Annual BIA Alaska Region Tribal Providers Conference- Trust Services Record Presented by: Office of Trust Records. Office of Trust Records (OTR).
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The program has:
Records management, or RM practice of maintaining the records of a program from time they are created up to their eventual disposal.
This may include classifying, storing, securing, and record disposition (or in some cases, archival perseveration) of records.
-Identify the vital records for the program- these are the records required by law or business purpose, which should be created, stored and finally disposed of in a consistent manner.
Theses are the records that should have an emergency plan so they can retrieved during a disaster or emergency.
Location of each should be noted during the process.
Identify people responsible for creating, using and storing the vital records.
-Information is important when it is time to distribute a records management guide and begin training.
Explore the laws and policies regarding the organization's vital records.
-What use and storage time frames are required for each type of record?
-Identify records that must be kept indefinitely and those that can be destroyed at a later date.
-Create a record disposition plan for those records with a definite end of the life cycle.
- Create an archival storage plan for vital records.
Write a guide outlining the organization’s records management program
-First section should include the purpose of the guide, any laws/ policy regarding the records, and staff and organization’s responsibility towards the records.
-Section two should outline the procedures for record creation, use and storage and disposition. This should include the individuals or area responsible for these records.
Add to the records management guide. Section three should outline the organization’s major records by series and location.
Identify and note the disposition for each record.
How will records by dispositioned and if so, how or will the records be transferred for storage.
A final section should be added, listing employee training dates, record management forms, a glossary and key employee contact information.
Key employees are those who are responsible for the records in the event of an emergency.
Train the employees on the records management program. Training will ensure accuracy in filing, use and disposition of records.
-AIRR contains retired Indian Affairs records.
-Records from as far back as the 1700s- include trust, education and other historic Indian Affairs records.
-The only Indian records not stored at AIRR are active records at DOI offices and those that have become legal property of NARA.
Briefing Page 61
The facility continues to receive boxes from the field as active records become inactive.
A total of over 200,000 indexed boxes had been sent to AIRR for permanent storage by the end of fiscal year 2012. In past three years, the monthly average of boxes received has been 1,157.
Each standard records center box holds one cubic foot of material; one cubic foot holds approximately 2,500 sheets of paper.
OST invites tribes to tour the American Indian Records Repository (AIRR) facility in Lenexa, Kansas. Requests to tour may be made by email or by postal mail and should contain the following information.
-Requester’s name and title
-Date of tour
-List of the names of each person who will participate on the tour
Each tour participant must carry a valid picture ID to show to security upon entry.
All participants will be asked to leave their cameras and personal cell phones with security
The tour may last several hours and requires walking on mostly level surfaces through several areas.
Briefing Page 61 Trust Services Record
-Office of Trust Record Program
Region Phone: 907-271-1680
QUESTIONS?? Trust Services Record