ARIMS Records Program :: Fort Carson

ARIMS Records Program

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Records Management Course

Contact the records manager, Scott M. Day, at 719-526-4458 or email scott.m.day.civ@army.mil for information on scheduling ARIMS classes. The course includes information on ARIMS, Privacy Act, Records Management, and Publications. You will need your Common Access Card (CAC) for the course. Please make sure your CAC is registered for Fort Carson and all certificates are working. If you do not have a Fort Carson NIPR account, you will need to request one before class at https://nec.carson.army.mil/accounts/request-type.aspx.

For more information call the number above to contact the Fort Carson Records Manager.

Responsibilities of Records Coordinator

Act as the staff office/directorate liaison official with the Fort Carson Installation Records Manager for managing your ARIMS Records Program.
Ensure there is a viable and effective records management program within your organization by maintaining Office Records Lists for your UIC and each separate office symbol.
Ensure all records are identified for inclusion on the Office Symbol ORL.
Ensure each activity under your Unit Identification Code (UIC) and Office Symbol has an Office Records List (ORL) that captures all "Transfer" or "T" records according to the Records Retention Schedule (RRS) in ARIMS.
Ensure an Office Record List is prepared by each action officer and given to the records coordinator for records within an established Office Symbol and UIC.
Ensure that all Office Records Lists are updated every year.
Ensures hardcopy files and filing equipment are properly labeled and maintained to facilitate filing, searching and disposition of records. This includes paper, film and electronic records. Units must have a waiver to have hard copy documents.
Ensure all "T" records requiring transfer to the Records Holding Area (RHA) are transferred in accordance with the record the numbers disposition instructions on the Office Records List for the established Office Symbol and UIC.
Ensure SF Form 135, Records Transmittals and Receipt, is submitted to the Units Records Manager prior to transferring records to the RHA.
Provide ARIMS records training to all action officers and individual users through ALMS.
Perform a records self-inspection using the checklist provided by the Fort Carson installation records manager once a year.
Report to UIC's assigned records manager 30 days in advance when Soldiers, civilians or special staff leave Fort Carson ensuring removal of Office Symbols.
ALL RECORDS COORDINATORS WILL TURN IN HQDA RC MEMORANDUM TO THEIR ARIMS ASSIGNED UNITS RECORD MANAGER FOR ANY CHANGES TO PRIMARY AND ALTERNATES.

Responsibilities of the Action Officer

Responsibilities of Action Officer

AO must complete the ARIMS online training in ALMS. Contact the ALMS Help Desk for issues: email athd@athdmail.army.mil or call 800-275-2872; listen for the ALMS option.
An AO is an individual who “creates or receives” information on behalf of the Army.
An AO has the capability and requirement to create an Office Records List and folders for his/her office/unit and will give the RC their list of records.
AO searches the Army’s Office Records Retention Schedule – Army(RRS-A) to help determine all applicable Record Numbers required for their mission.
AO submits records electronically to folders.
Use basic search for records information.

Transfer records to NARA

Submit records NARA through your Units Records Manager with your units RC’s assistance- Electronically

Procedures to transfer records to NARA- If you still have hard copy documents:

Call or email your Units Records Manager by logging into ARIMS and selecting the “MY ACCOUNTS” tab to view contact information for your RM or RA.
Records/shipping boxes can be bought from Envision using your units GPC card – NSN 8115-00-117-8249.
Each Units Records Manager will provide the necessary information to mail your boxes to NARA.
The records should be in sequence in the box IAW your SF135. Upper left of the front of the box you must put FC Label 10-E. FC Label 10-E is on the SharePoint site. This link is for Fort Carson users only.
SF 135 online at NARA. Records Transmittal and Receipt, SF-135 | National Archives
All folders are required to have the disposition and bar code label affixed to the individual folders.
Also, the disposition label and bar code label must be on the outside of the shipping box (in center of box under handle).
If you have any questions, call your assigned Records Manager. IMCOM- will call Installation Records Manager at 719-526-4458.

Electronic Records

Identifying and Managing Records in Electronic Systems

Electronic records may include data in automated information systems (data files, data bases), files created using automated office application software (Word, Excel, etc), electronic mail and messages, image (bit-mapped) files and other text or numeric information. Electronic record keeping involves the use of a computer to create, store, retrieve, use and dispose of digitally recorded information.

Measures should be taken to ensure that all records which originate or are transmitted through an automated information system, automated office application, electronic mail system, etc, are identified, retained, and managed properly. Records should be readily available and accessible to all authorized users when they need them. This means that the identity, purpose, and location of records are predictable, consistent, and reliable; methods for access and retrieval are simple and well defined; and records management practices are incorporated into day-to-day business activities.

An electronic record created or received in connection with official business, is a record that is subject to access, privacy and records management laws and regulations and retention requirements. An official record is information recorded on any medium created or received by an agency in the transaction of public business, and preserved as evidence of official government organization, policies, actions, decisions or transactions, or retained because of the value of its informational content.

Therefore, electronically recorded information that meets both of the following conditions are Federal records:

They are made or received by an agency of the US Government under Federal law or in connection with the transaction of public business
They serve as evidence of agency activities because of the value of the information they contain.

As such, electronic records, just like records on any other media, must be identified, accessible, and retained. Examples of information created or transmitted electronically that are most probably records include:

Policies and directives
Correspondence or memoranda related to official business
Work schedules and assignments
Agendas and minutes of meetings
Drafts of documents that are circulated for comment or approval
A document that initiates, authorizes or completes a business transaction
Final reports or recommendations

The definition of official records specifically excludes extra copies of documents used for convenience or reference, library and museum material preserved for reference or exhibition purposes, and stocks of publications or blank forms. So long as one copy of an electronic record has been set aside or designated for preservation according to the Army Records Schedule, all other copies of that record may be disposed of when no longer needed for business. Records management procedures designate the originating office as having the responsibility to preserve the record.

Examples of other information created or transmitted electronically that are not identified as record material in the Army Records Schedules include:

Personal messages and announcements not related to official business
Copies or extracts of documents distributed for convenience or reference
Phone message slips
Announcements of social event, such as retirement parties or holiday celebrations

Electronic Mail

Electronic mail (e-mail) is the electronic transfer of information typically in the form of electronic messages, memoranda, and attached documents from one party to another party via an intermediate telecommunications system. E-mail messages consist of the message header and message contents. The header contains the mailing address, routing instructions, transmission and receipt data, and other information the system needs to deliver the e-mail correctly.

Most e-mail systems allow the attachment of documents to messages, importing text from word processing systems, forwarding messages, and distribution to individuals as well as groups.

E-mail messages are official records when they contain information identified as record material.

Automated Information Systems

Electronic records that are part of automated information systems must be managed also and fall under the same record keeping requirements as other electronic records. An information system is defined as the organized collection, processing, transmission, and dissemination of information in accordance with defined procedures, whether automated or manual.

Establishing record keeping requirements for an information system requires, at a minimum, full and accurate documentation of the system: the functions supported by the system; the operational, legal, audit, oversight, or historical requirements for the information; how the information will be used, accessed, and maintained on each medium to meet these differing requirements; and the procedural controls employed to preserve the integrity of the data in the system. The National Archives considers all components of electronic information systems as records: input, output, digital data stored in a variety of ways, and the related documentation.

Automated Office Applications

The final version of records created using office application software must also be maintained for the length of time indicated on the approved Army schedule.

Whether they are maintained in electronic or hard copy form is dependent on the record application and available electronic storage. For example, if this is a record that might become part of a case file that exists only in hard copy form, it would be logical to print out a copy and place it with the rest of the file. In this instance, the electronic copy would be deleted within a specified timeframe after the record keeping copy has been produced.

Image Files

Image files would incur the same disposition as the hard copy from which it was derived. Normally, the hardcopy files are disposed of after verification that the image file is a true representation of the hardcopy file.

Web Pages

Web pages vary in content and sources. If the information contained and/or displayed on a web page qualifies as record material, then the owner or managing organization of that web page is responsible for ensuring the record information has a record copy identified and preserved according to the retention requirements in the Army Records Schedules.