Transcript Army Records Information Management System (ARIMS) SGT Lee A. Wang 4/4 ID, BDE S-1, PRM NCOIC 3 July 2008

Army Records Information
Management System (ARIMS)
SGT Lee A. Wang
4/4 ID, BDE S-1, PRM NCOIC
3 July 2008
Objectives and References
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‘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
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a.
b.
c.
d.
e.
f.
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)
Establishes the ARIMS as a portion of Army Information Management
Furnishes the only legal authority for destroying nonpermanent Army
information
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).
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.
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.
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.
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Application (cont’d)
The ARIMS does not apply to1) 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.
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Disposition Instructions
“What are all those codes?”
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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
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…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
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…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
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…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.
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CODE T
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…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).
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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.
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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 dropdown menu.
Click
here!
This list will
automatically
generate. Click
‘SUBMIT’ to view
the list of ORLs
for your UIC.
Draft: ORL has not been
approved by the RM
Approved: Ready for print
Purposed: Recently
Submitted for approval
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.
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
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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)
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Machine-readable (barcode) and humanreadable 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
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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
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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…?
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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?
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Contact SGT Lee A. Wang, BDE PRM
NCOIC, ARIMS Action Officer at DSN: 5262849 or [email protected]
Duane Gregorich, Records Manager for
Fort Carson, CO,
[email protected]
[email protected]
QUESTIONS