Army Records Information Army Records Information Management System Management System

(ARIMS)(ARIMS)

SGT Lee A. WangSGT Lee A. Wang

4/4 ID, BDE S-1, PRM NCOIC4/4 ID, BDE S-1, PRM NCOIC

3 July 2008

Objectives and ReferencesObjectives and References

‘‘Train the Trainer’Train the Trainer’ Understand the purpose and Understand the purpose and

resourcefulness of the new ARIMSresourcefulness of the new ARIMS Learn the basics to ARIMSLearn the basics to ARIMS AR 25-400-2, dtd 2 October 2007AR 25-400-2, dtd 2 October 2007 ARIMS User Guide, Version 3.1, dtd 8 ARIMS User Guide, Version 3.1, dtd 8

February 2008February 2008 ARIMS websiteARIMS website

PurposePurpose The purpose of Army recordkeeping is to properly manage The purpose of Army recordkeeping is to properly manage

information from its creation through final disposition, according to information from its creation through final disposition, according to Federal laws and Army Recordkeeping requirements. This Federal laws and Army Recordkeeping requirements. This regulation- (1-1)regulation- (1-1)

a. Establishes the ARIMS as a portion of Army Information Managementa. Establishes the ARIMS as a portion of Army Information Management

b. Furnishes the only legal authority for destroying nonpermanent Army b. Furnishes the only legal authority for destroying nonpermanent Army informationinformation

c. Provides life cycle management instructions for the systematic c. Provides life cycle management instructions for the systematic identification, maintenance, storage, retrieval, retirement, and identification, maintenance, storage, retrieval, retirement, and destruction of Army information recorded on any medium (paper, destruction of Army information recorded on any medium (paper, microforms, electronic, or any other).microforms, electronic, or any other).

d. Ensures that mission-essential records are available when needed, d. Ensures that mission-essential records are available when needed, that they are in usable format, and that they are created, that they are in usable format, and that they are created, maintained, used, and disposed of at the least possible cost.maintained, used, and disposed of at the least possible cost.

e. Preserves those records needed to protect the rights and interests of e. Preserves those records needed to protect the rights and interests of the Army and its current and former members, and those records the Army and its current and former members, and those records that are of permanent value.that are of permanent value.

f. Ensures records related to matters involved in administrative or legal f. Ensures records related to matters involved in administrative or legal proceedings are retained until the staff judge advocate or legal proceedings are retained until the staff judge advocate or legal advisor authorizes resumption of normal disposition.advisor authorizes resumption of normal disposition.

ApplicationApplication The ARIMS applies to- (1-6)The ARIMS applies to- (1-6)1) All unclassified Army records, including 1) All unclassified Army records, including

FOUO, regardless of medium.FOUO, regardless of medium.2) All classified Army records through 2) All classified Army records through

SECRET. Records that are TOP SECRET may SECRET. Records that are TOP SECRET may be set up under ARIMS or in any manner be set up under ARIMS or in any manner that will make accountability and control that will make accountability and control easier. Regardless of the arrangement easier. Regardless of the arrangement used, however, the disposition instructions used, however, the disposition instructions in the ARIMS Records Retention Schedule-in the ARIMS Records Retention Schedule-Army (RRS-A) will be applied to TOP SCRET Army (RRS-A) will be applied to TOP SCRET records. The security classification of a records. The security classification of a record does not change its retention value.record does not change its retention value.

Application (cont’d)Application (cont’d) The ARIMS does not apply to-The ARIMS does not apply to-1) Record copies of international 1) Record copies of international

agreements.agreements.2) Publications and blank forms 2) Publications and blank forms

stocked for filling requisitions.stocked for filling requisitions.3) Reference materials and books in 3) Reference materials and books in

formally organized and officially formally organized and officially designated libraries.designated libraries.

4) Personal or private records 4) Personal or private records maintained in the workplace.maintained in the workplace.

Disposition InstructionsDisposition Instructions“What are all those codes?”“What are all those codes?”

The disposition instructions for all records are The disposition instructions for all records are categorized as 2 types of records. The first categorized as 2 types of records. The first type is for records that have no value beyond type is for records that have no value beyond the business process; these are usually short-the business process; these are usually short-term records. The second type is for records term records. The second type is for records that have value beyond the business process, that have value beyond the business process, such as for historical, lessons learned, or such as for historical, lessons learned, or research purposes; these are generally long-research purposes; these are generally long-term records. Disposition instructions are term records. Disposition instructions are coded and begin with the letter “K” for keep coded and begin with the letter “K” for keep or “T” for transfer, followed by an “E” for or “T” for transfer, followed by an “E” for event when applicable. The last part of the event when applicable. The last part of the code is a number representing the retention code is a number representing the retention period or the letter “P” for permanent period or the letter “P” for permanent retention. (1-7c)retention. (1-7c)

CODE KCODE K

……along with a retention period along with a retention period means the record must be kept for means the record must be kept for the time period specified before it the time period specified before it can be destroyed (example: K3).can be destroyed (example: K3).

CODE KECODE KE

……along with a retention period along with a retention period means the disposition is event driven means the disposition is event driven and the record must be kept until the and the record must be kept until the event occurs plus the specified time event occurs plus the specified time

after the event before it can be after the event before it can be destroyed (example: KE4).destroyed (example: KE4).

CODE KNCODE KN

……is used when a specific time period is used when a specific time period is not known. Records are kept until is not known. Records are kept until

no longer needed for conducting no longer needed for conducting business, but not longer than 6 business, but not longer than 6

years.years.

CODE KENCODE KEN

……is used when a specific time period is used when a specific time period is not known and the disposition is is not known and the disposition is

event driven. Records are kept until event driven. Records are kept until the event occurs and then until no the event occurs and then until no

longer needed for conducting longer needed for conducting business, but not longer than 6 years business, but not longer than 6 years

after the event.after the event.

CODE TCODE T

……is used for retention periods longer is used for retention periods longer than 6 years. Records are retired to than 6 years. Records are retired to the RHA, Army Electronic Archive the RHA, Army Electronic Archive

(AEA), or other location as specified (AEA), or other location as specified in the disposition instruction, when in the disposition instruction, when no longer needed for conducting no longer needed for conducting

business (for example, T6.25, T15).business (for example, T6.25, T15).

CODE TECODE TE

……is used with retention periods is used with retention periods longer than 6 years and, which, have longer than 6 years and, which, have

dispositions that are event driven. dispositions that are event driven. Records must be kept until an event Records must be kept until an event occurs and until no longer needed for occurs and until no longer needed for conducting business before they are conducting business before they are retired to the RHA/AEA/other location retired to the RHA/AEA/other location

as specified in the disposition as specified in the disposition instruction (for example, TE25).instruction (for example, TE25).

CODE TP and TEPCODE TP and TEP

……are used for records with are used for records with permanent retention periods. permanent retention periods.

Records are retired to the RHA and Records are retired to the RHA and or AEA when no longer needed for or AEA when no longer needed for

conducting business or after an conducting business or after an event occurs.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 printPurposed: Recently

Submitted for approval

Click!

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.

Click on theTitle to displaymore details

You can also rename anORL by clicking on

the ‘Rename’ option.

From this screen you canAlso ‘Update’ your ORL.

NOTE:If you add instructionsto 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 clickthe ‘Add Record

Instructions’,this screen will

appear.

This screenis your bestfriend whenit is time toupdate/addto 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 Printing Folder Barcode LabelsLabels

ARIMS uses barcode technology to track ARIMS uses barcode technology to track and index hard copy office records. The and index hard copy office records. The barcode can provide the user’s individual barcode can provide the user’s individual and unit profile, and the RRS-A’s records and unit profile, and the RRS-A’s records retention and disposition instructions based retention and disposition instructions based on the organization’s ORL. With this on the organization’s ORL. With this information, ARIMS can determine where information, ARIMS can determine where records were created, in what year they records were created, in what year they were created, what type of record is being were created, what type of record is being submitted, when it was submitted, etc.submitted, when it was submitted, etc.

Printing labels (cont’d)Printing labels (cont’d)

Machine-readable (barcode) and Machine-readable (barcode) and human-readable labels )(disposition human-readable labels )(disposition code, record instruction number and code, record instruction number and title, PA number, disposition, and title, PA number, disposition, and folder title) are generated in a folder title) are generated in a printable document. NOTE: Barcode printable document. NOTE: Barcode labels are formatted for Avery 5161 labels are formatted for Avery 5161 folder labels.folder labels.

Make sure thatthe Hard Copy

option isselected!

Then click on your ORL title that you

want to print. ONLY APPROVED

ORLs can be printed. Click on

‘Print Label’.

You now have theoption 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 Transferring Records to an RHARHA

To transfer hard copy records to a To transfer hard copy records to a records holding area, you will first records holding area, you will first select records from a list of records select records from a list of records that are approved and checked in.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

yourbox 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 RecordsReceiving Hardcopy Records The Receive Hardcopy Records function (will The Receive Hardcopy Records function (will

only be displayed if records have been only be displayed if records have been previously submitted) gives Records previously submitted) gives Records Holding Area Managers the ability to replace Holding Area Managers the ability to replace folders that were pulled from a box (in folders that were pulled from a box (in response to a records request) that are response to a records request) that are being returned to the original box.being returned to the original box.

Click the RIPS button on the menu, select Click the RIPS button on the menu, select Hard Copy, then Receive Hardcopy Records Hard Copy, then Receive Hardcopy Records from the drop-down menu. The Receive from the drop-down menu. The Receive Hardcopy Records screen will appear. (User Hardcopy Records screen will appear. (User Guide, 69)Guide, 69)

Watch this video…Watch this video…

Need more information…?Need more information…?

It is highly recommended that you print It is highly recommended that you print and review the ARIMS User’s Guide and and review the ARIMS User’s Guide and read about the step-by-step procedures for read about the step-by-step procedures for each screen in the website. You can find each screen in the website. You can find out information on transferring documents out information on transferring documents from one RHA to another, transferring to from one RHA to another, transferring to the National Archives, etc.the National Archives, etc.

Take the online tutorial (previously viewed Take the online tutorial (previously viewed during this class)during this class)

Still need more information?Still need more information?

Contact SGT Lee A. Wang, BDE PRM Contact SGT Lee A. Wang, BDE PRM NCOIC, ARIMS Action Officer at DSN: NCOIC, ARIMS Action Officer at DSN: 526-2849 or 526-2849 or lee.ann.wang@us.crmy.millee.ann.wang@us.crmy.mil

Duane Gregorich, Records Manager Duane Gregorich, Records Manager for Fort Carson, CO, for Fort Carson, CO, duane.gregorich@conus.army.milduane.gregorich@conus.army.mil

arimshelp@arims.army.milarimshelp@arims.army.mil

QUESTIONS