Family and Morale, Welfare & Recreation
Records Management
Records Management
Records Management
Contact the records manager, Master Sgt. Sean Ambriz, at 520‑669‑3589 or email sean.t.ambriz.mil@army.mil for information on Records Management and Publications.
Responsibilities of Records Coordinator
Responsibilities of Records Coordinator
Act as the staff office/directorate liaison official with the Fort Carson Installation Records Manager for managing your 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.
Perform 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 Records Manager online training in ATIS. 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 to NARA through your Units Records Manager with your unit's 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.