Army Records Information Management System (ARIMS). SGT Lee A. Wang 4/4 ID, BDE S-1, PRM NCOIC. 3 July 2008. Objectives and References. ‘Train the Trainer’ Understand the purpose and resourcefulness of the new ARIMS Learn the basics to ARIMS AR 25-400-2, dtd 2 October 2007
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Army Records Information Management System (ARIMS) SGT Lee A. Wang 4/4 ID, BDE S-1, PRM NCOIC 3 July 2008
Objectives and References • ‘Train the Trainer’ • Understand the purpose and resourcefulness of the new ARIMS • Learn the basics to ARIMS • AR 25-400-2, dtd 2 October 2007 • ARIMS User Guide, Version 3.1, dtd 8 February 2008 • ARIMS website
Purpose • The purpose of Army recordkeeping is to properly manage information from its creation through final disposition, according to Federal laws and Army Recordkeeping requirements. This regulation- (1-1) a. Establishes the ARIMS as a portion of Army Information Management b. Furnishes the only legal authority for destroying nonpermanent Army information c. Provides life cycle management instructions for the systematic identification, maintenance, storage, retrieval, retirement, and destruction of Army information recorded on any medium (paper, microforms, electronic, or any other). d. Ensures that mission-essential records are available when needed, that they are in usable format, and that they are created, maintained, used, and disposed of at the least possible cost. e. Preserves those records needed to protect the rights and interests of the Army and its current and former members, and those records that are of permanent value. f. Ensures records related to matters involved in administrative or legal proceedings are retained until the staff judge advocate or legal advisor authorizes resumption of normal disposition.
Application • The ARIMS applies to- (1-6) 1) All unclassified Army records, including FOUO, regardless of medium. 2) All classified Army records through SECRET. Records that are TOP SECRET may be set up under ARIMS or in any manner that will make accountability and control easier. Regardless of the arrangement used, however, the disposition instructions in the ARIMS Records Retention Schedule-Army (RRS-A) will be applied to TOP SCRET records. The security classification of a record does not change its retention value.
Application (cont’d) • The ARIMS does not apply to- 1) Record copies of international agreements. 2) Publications and blank forms stocked for filling requisitions. 3) Reference materials and books in formally organized and officially designated libraries. 4) Personal or private records maintained in the workplace.
Disposition Instructions“What are all those codes?” • The disposition instructions for all records are categorized as 2 types of records. The first type is for records that have no value beyond the business process; these are usually short-term records. The second type is for records that have value beyond the business process, such as for historical, lessons learned, or research purposes; these are generally long-term records. Disposition instructions are coded and begin with the letter “K” for keep or “T” for transfer, followed by an “E” for event when applicable. The last part of the code is a number representing the retention period or the letter “P” for permanent retention. (1-7c)
CODE K • …along with a retention period means the record must be kept for the time period specified before it can be destroyed (example: K3).
CODE KE • …along with a retention period means the disposition is event driven and the record must be kept until the event occurs plus the specified time after the event before it can be destroyed (example: KE4).
CODE KN • …is used when a specific time period is not known. Records are kept until no longer needed for conducting business, but not longer than 6 years.
CODE KEN • …is used when a specific time period is not known and the disposition is event driven. Records are kept until the event occurs and then until no longer needed for conducting business, but not longer than 6 years after the event.
CODE T • …is used for retention periods longer than 6 years. Records are retired to the RHA, Army Electronic Archive (AEA), or other location as specified in the disposition instruction, when no longer needed for conducting business (for example, T6.25, T15).
CODE TE • …is used with retention periods longer than 6 years and, which, have dispositions that are event driven. Records must be kept until an event occurs and until no longer needed for conducting business before they are retired to the RHA/AEA/other location as specified in the disposition instruction (for example, TE25).
CODE TP and TEP • …are used for records with permanent retention periods. Records are retired to the RHA and or AEA when no longer needed for conducting business or after an event occurs.
Visiting the Site The user is given the required DoD Notification before access to site.
Log on using your AKO information or your CAC card! Check for downloads! Remember to keep the Announcements area in mind prior to logging in.
Once logged in your personal unit information will appear (along with any alerts). Pick the UIC that applies to you. Once you have selected the appropriate UIC, click the RM-Assist button on the menu, and then select Office Records List, and List ORLs from the drop-down menu. Click here!
This list will automatically generate. Click ‘SUBMIT’ to view the list of ORLs for your UIC.
If an ORL has never been created your screen will ask you to ‘Create’. Since ORLs have already been created, choose the one you need. Draft: ORL has not been approved by the RM Approved: Ready for print Purposed: Recently Submitted for approval Click!
Click on the Title to display more details A pop-up screen will appear showing you your ORL Details. Here you will see record instructions that currently exist in the ORL, and includes relevant details on each instruction. You can delete Proposed record instructions if they are not needed in the ORL. Approved instructions can only be removed by sending a request to the ARIMS Online Help Desk.
You can also rename an ORL by clicking on the ‘Rename’ option.
From this screen you can Also ‘Update’ your ORL. NOTE:If you add instructions to an already approved ORL, the ORL will become a Draft again.
Once you click the ‘Update’ button your pop-up screen will appear again. This time you are given the opportunity to ‘Add Record Instructions’. Notice that only a few selected Titles are available for you to ‘Remove’.
Let’s test our knowledge so far with an at a glance look… When you click the ‘Add Record Instructions’, this screen will appear. This screen is your best friend when it is time to update/add to your ORL
Let’s learn how to create an ORL from a Template! Why do an individual search when this is as easy as it gets?
This screen will appear next. Click on the directive you want (example: if you deal with Leaves and Passes, click on 600-8-10)
Everything listed in that directive will be added to your ORL. This is the easiest way when you have multiple roles that are covered in a section (such as Personnel)
When creating a new ORL for the new year and the same files are used, then create a new ORL by copying your old one. Your information will automatically be updated with the new year! Just choose the one you want to copy and click on the ‘Create ORL’ button.
My ORL is APPROVED, now what? Now the fun begins…
Printing Folder Barcode Labels • ARIMS uses barcode technology to track and index hard copy office records. The barcode can provide the user’s individual and unit profile, and the RRS-A’s records retention and disposition instructions based on the organization’s ORL. With this information, ARIMS can determine where records were created, in what year they were created, what type of record is being submitted, when it was submitted, etc.
Printing labels (cont’d) • Machine-readable (barcode) and human-readable labels )(disposition code, record instruction number and title, PA number, disposition, and folder title) are generated in a printable document. NOTE: Barcode labels are formatted for Avery 5161 folder labels.
Make sure that the Hard Copy option is selected!
Then click on your ORL title that you want to print. ONLY APPROVED ORLs can be printed. Click on ‘Print Label’.
You now have the option to Print or attempt a Test Page.
You can see that this particular label is a ‘T’ file which is why a barcode is present. This will ensure when it is time to transfer your documents, you are ready for the transfer.
Transferring Records to an RHA • To transfer hard copy records to a records holding area, you will first select records from a list of records that are approved and checked in.
1) Enter a description for the box in the first field, select the media type, and restrictions, and the RHA where the box is to be stored. Refer to Table 10-1 in the regulation to find where documents should be transferred to.
Once you have entered the info. Print your box label
You will be prompted prior to this screen to print your barcode after printing your SF 135
This label will be affixed to your document folder. Once your box is ready for shipment, you will then have the Records Manager (RM) validate your information and he/she will transfer from there.
Receiving Hardcopy Records • The Receive Hardcopy Records function (will only be displayed if records have been previously submitted) gives Records Holding Area Managers the ability to replace folders that were pulled from a box (in response to a records request) that are being returned to the original box. • Click the RIPS button on the menu, select Hard Copy, then Receive Hardcopy Records from the drop-down menu. The Receive Hardcopy Records screen will appear. (User Guide, 69) • Watch this video…
Need more information…? • It is highly recommended that you print and review the ARIMS User’s Guide and read about the step-by-step procedures for each screen in the website. You can find out information on transferring documents from one RHA to another, transferring to the National Archives, etc. • Take the online tutorial (previously viewed during this class)
Still need more information? • Contact SGT Lee A. Wang, BDE PRM NCOIC, ARIMS Action Officer at DSN: 526-2849 or email@example.com • Duane Gregorich, Records Manager for Fort Carson, CO, firstname.lastname@example.org • email@example.com