Record Management Briefing - 24th Annual BIA Tribal Providers

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Transcript Record Management Briefing - 24th Annual BIA Tribal Providers

23nd Annual BIA Alaska Region
Tribal Providers Conference- Trust
Services Record
Presented by:
Office of Trust Records
Office of Trust Records (OTR)
Office of Trust Records (OTR) was established in 1999 to Develop
and implement a program for economical and efficient management
of trust records in compliance with the American Indian Trust Fund
Management Reform Act of 1994 and the Federal Records Act.
The OTR records management program was developed, implemented, and
continues to evolve to ensure that Indian records are maintained, records retention
schedules are consistent with program needs, and records are safeguarded
throughout their life-cycles.
Frequently asked questions
How long should I retain records? Indian Affair program records are
retained for 5 years after record cutoff.
How do I determined if a record is inactive? Record cutoff/file break is
based on an activity contingency ( For example when land is placed into
trust- Native Allotment files are considered inactive and ready for file
transfer to the established record center.)
How do I know if I have a record? Records are information resources, in
any format, that are:
Created in the course of business,
Received for action, or
Needed to document activities.
Frequently asked questions Cont…
 What
does a record keeping program look?
The program has:
Records, which are filed on shelving/ file cabinet.
People, like record contacts and staff member who work together to ensure
records are captured.
Processes, which are documented in the procedures manual that record
contact is holding.
Tools, Shelving and file cabinets, folders and labels that keep records
Interesting facts about Records
Managing records sounds tedious and boring for some
people. Record management is easy to judge such work
is not really understood what managing records is all
 There are several definitions of records management and
each one gives a clear picture and scope of the program
business function.
 Lets look at some of the best descriptions.
About Records Management
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.
About Records Management
 Records
management is concerned with the
evidence of a program’s activities, and usually
applied according to the value of the records
rather than their physical format.
About Records Management
 In
the past, records management was sometimes
referred only to the management of records
which were no longer in every day use- called
semi-current or inactive records, often stored in
offsite storage. Modern usage tends to refer to
the entire lifecycle of records- point of creation
until record disposition.
About Records Management cont…
Lastly, the International Organization for
Standardization , defines records management as the
field of management responsible for the efficient and
systematic control of the creation, receipt, maintenance,
use and disposition of records.
 These explanations show that records management is all
about efficient and orderly method of maintaining,
storing, and securing of records until record disposition.
About Records Management cont…
 Records
management is not just about collecting
and keeping records, but also concerns the
knowledge of which records to keep, where they
must be stored, for how long they should be kept
and managed, and how should have access to the
Design Records Management
 -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.
Design Records Management, Cont…
 Identify
people responsible for
creating, using and storing the vital
-Information is important when it is
time to distribute a records
management guide and begin training.
Design Records Management, Cont…
Explore the laws and policies regarding the organization's vital records.
-What use and storage time frames are required for each type of
-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.
Design Records Management, Cont…
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
Design Records Management, Cont…
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.
Design Records Management, Cont…
 Train
the employees on the records
management program. Training will
ensure accuracy in filing, use and
disposition of records.
AIRR – Lenexa
American Indian Records Repository
Opened July 1, 2004
-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
AIRR – Lenexa
American Indian Records Repository, Cont…
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.
AIRR Tribal Tours
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
-Requester’s name and title
-Date of tour
-Program office
-Telephone number
-Email address
-List of the names of each person who will participate on the
AIRR Tribal Tours, Cont…
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
AIRR Tribal Tours, Cont…
Wear comfortable shoes and bring jacket because of the air
Email Request
[email protected]
Postal Mail Request
OTR Director 4400 Masthead Drive NE
4400 Masthead Drive NE
Albuquerque, NM 87109
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Contact Information
 Eric
Kaiser, Alaska Region Regional Records
-Office of Trust Record Program
Region Phone: 907-271-1680