DEPARTMENT OF DEFENSE
HEADQUARTERS, UNITED STATES MILITARY ENTRANCE PROCESSING COMMAND
2834 GREEN BAY ROAD, NORTH CHICAGO, ILLINOIS 60064-3094
*
USMEPCOM Regulation
No. 25-51
Effective date: January 14, 2020
Information Management
Records Management
FOR THE COMMANDER:
J. Cunningham
Deputy Commander/Chief of Staff
DI
STRIBUTION:
Unlimited. This Regulation is approved for public release.
Summary. This regulation provides policy, procedures, and responsibilities for recordkeeping within the
United States Military Entrance Processing Command utilizing the Army Records Information
Management System.
A
pplicability. This regulation applies to all USMEPCOM personnel with recordkeeping responsibilities
as indicated in paragraph 1-4
.
Supplementation. Except where authorized under the provisions of this UMR, supplementation of this
regulation is prohibited without prior approval from the proponent.
S
uggested improvements. Users are invited to send comments and suggested improvements on
Department of the Army (DA) Form 2028 (Recommended Changes to Publications and Blank Forms
), or
memorandum to proponent: HQ USMEPCOM, ATTN: J-1/MEHR-SD-MSS, 2834 Green Bay Road, North
Chicago, IL 60064-3091.
Ma
nagement control process. This regulation contains management control provisions. The management
control evaluation process is found in paragraph 2-8 utilizing
USMEPCOM Form 25-51-2 (Records
Management Program Evaluation Checklist). The checklist is derived from the evaluation process outlined
in Department of the Army Pamphlet (DA Pam) 25-403 (Guide to Recordkeeping in the Army), paragraph
11-6, and appendix B-3; and Army Regulation (AR) 25-59 (Office Symbols), appendix B.
_____________________________________________________________________________________
*This revision supersedes USMEPCOM Regulation 25-51, dated December 3, 2018.
January 14, 2020 USMEPCOM Regulation 25-51
Summary of Changes
Minor revisions have been made to this regulation and are formatted in red text (administrative corrections
are not identified).
Incorporating minor revision effective January 14, 2020
• Throughout: rendered administrative corrections.
• Paragraph 1-4d: added responsibilities for J-6/MEIT.
• Paragraph 1-4e & 1-4f: further delineated Records Manager duty appointments.
• Paragraph 2-2: added filing procedures.
• Paragraph 2-7b: added availability of training via Defense Collaboration Services.
• Paragraph 3-1d(2): added statement on ARIMS’ relation to non-Army Service records.
• Paragraph 3-4: added record cutoff.
• Paragraph 3-6: added verbiage regarding the use of ORLs as a records inventory or file plan.
• Paragraph 3-7: clarified labeling procedures.
• Paragraph 4-2: added hardcopy record storage area criteria.
January 14, 2020 USMEPCOM Regulation 25-51
i
Table of Contents (TOC)
Paragraph Page
Chapter 1
General
Purpose 1-1
1
References and Forms 1-2 1
Explanation of Abbreviations and Terms 1-3 1
Responsibilities 1-4 1
Additional Prescribing Directives 1-5 4
Chapter 2
Recordkeeping
Record Characteristics 2-1
5
Current Files Area and Filing Procedures 2-2 6
USMEPCOM Detailed Records List 2-3 7
Records Inventory 2-4 7
Recordkeeping Requirements in Publications 2-5 7
Record Scheduling 2-6 8
Records Management Training 2-7 9
Records Management Program Evaluations 2-8 9
Chapter 3
The Army Records Information Management System
Overview 3-1
11
Access to ARIMS 3-2 11
ARIMS Retention Periods 3-3 12
Record Cutoff 3-4 12
Army Consolidated Record Schedule 3-5 12
Office Records List 3-6 13
Labeling Procedures 3-7 13
Records Cross Reference 3-8 13
Chapter 4
Disposition of Records
Overview 4-1
16
Storing Records 4-2 16
Records Disposal 4-3 16
Transferring Records 4-4 17
Records Freeze or Moratorium 4-5 18
Unauthorized or Accidental Destruction, Damage, or Removal 4-6 18
Chapter 5
Office Symbols
Overview 5-1
19
Applicability 5-2 19
Policy 5-3 19
Creation, Modification, or Rescission of Office Symbols 5-4 19
Office Symbol Directory 5-5 20
January 14, 2020 USMEPCOM Regulation 25-51
ii
Figures Page
2-1. Example “Appendix A, Section III – Recordkeeping Requirements” 10
3-1. ARIMS User Role Change Request 14
3-2. Example of Completed DA Form 1613, Records Cross Reference 15
5-1. Example Action Memorandum Requesting Office Symbol Change 21
Appendices
A. References
Section I, Publications referenced in, or related to this regulation 22
Section II, Forms referenced in, prescribed by, or related to this regulation 22
Section III, Recordkeeping Requirements 23
B. Example of a Duty Appointment Memorandum 25
C. Glossary
Section I, Abbreviations 26
Section II, Terms 27
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1
Chapter 1
General
1-1. Purpose
This regulation prescribes policy, procedures, and responsibilities for the management of records created,
received, and maintained by all levels of USMEPCOM, and implements use of the
Army Records
Information Management System (ARIMS) as the source of approved record retention schedules for the
command’s recordkeeping program via Executive Agent appointment. This regulation issues USMEPCOM
Pamphlet 25-51-3 (Recordkeeping Handbook) as a supplement to this UMR, and establishes the
USMEPCOM Detailed Records List as the consolidated resource for authorized record retention schedules
used throughout the command. The guidance in this regulation does not supersede specific recordkeeping
policies of the Military Services or the Department of Defense (DoD). For further clarification and
assistance, questions may be directed to the J-1/MEHR-SD-MSS Records and Information Management
Specialist
via email.
1-2. References and Forms
Associated references and forms are listed in appendix A
.
1-3. Explanation of Abbreviations and Terms
Abbreviations and terms used in this regulation are listed in appendix C
.
1-4. Responsibilities
Leaders at all levels are responsible for implementing and maintaining effective records management
procedures within their organization to ensure the proper collection, preservation, and safeguarding of
information.
a. Commander, USMEPCOM will:
(1) Implement lifecycle management of accession data generated by the operational mission of
USMEPCOM in accordance with Department of Defense Instruction (DoDI) 1336.08 (Military Human
Resources Records Life Cycle Management).
(2) Support a dynamic records management program throughout the command.
b. Director, J-1 Human Resources (J-1/MEHR) will:
(1) Appoint, in writing, a Records Administrator to serve as liaison to outside agencies.
(2) Administer a command-wide recordkeeping program.
c. Records & Information Management Specialist will:
(1) Be appointed, in writing, as Records Administrator to serve as liaison between USMEPCOM,
the Army Records Management and Declassification Agency (RMDA), and the National Archives and
Records Administration (NARA).
(2) Oversee a command-wide records management program.
(3) Develop, write, and publish USMEPCOM recordkeeping policy.
January 14, 2020 USMEPCOM Regulation 25-51
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2
(4) Manage and serve as the approval authority for Records Manager user accounts within ARIMS.
(5) Maintain an index of approved Records Manager duty appointments. Duty appointments will
be retained under Record Number 1e/800D, “Housekeeping Instructions – Duty Appointments” (for
disposition instructions see Appendix A, Section III
).
(6) Review, approve/disapprove, and assist with records inventories, office records lists and
records disposition.
(7) Coordinate with MEIG for conducting evaluations of records management activities IAW 36
CFR§1220.34, AR 25-1 (Army Information Technology) and DA Pam 25-403.
(8) Develop and provide records management training to recordkeeping personnel.
(9) Review USMEPCOM Policies, Regulations, etc. to ensure recordkeeping requirements are
included as prescribed by 36 CFR§1222.24, AR 25-30 (Army Publishing Program), AR 25-400-2 (The
Army Records Information Management System (ARIMS)), and DA Pam 25-403.
(10) Assist J-6/MEIT, Directors, Commanders, and submitters of System Change Proposals to
determine how records retention should be implemented in the USMEPCOM environment including
USMIRS and other command applications or software, ensuring cyber security requirements are being met
as well as data retention prerequisites stipulated by 36 CFR§1236.20 and DoDI 5015.02.
(11) Develop and conduct mandatory annual briefings on the proper handling and safeguarding
against the removal, destruction, or loss of records as prescribed by 36 CFR§1230.10, and AR 25-1.
(12) Develop, manage, and maintain office symbols for the command IAW AR 25-59 (Office
Symbols).
d. Director, Information Technology (J-6/MEIT) will ensure information systems used to manage
and retain records (i.e. the USMEPCOM Integrated Resource System (USMIRS) as well as other command
applications or software) meet electronic records management requirements stipulated by 36 CFR§1236.20
and DoDI 5015.02.
e. Commanders (at all levels), HQ Directors and Special Staff Officers will:
(1) Appoint, in writing, primary and secondary Records Managers (see
Appendix B, Example of a
Duty Appointment Memorandum). A duty appointment memorandum template is available on SPEAR-
Records Management.
(a) Primary Records Manager responsibilities at MEPS level will be assigned to the Operations
Officer for the managerial oversight of the MEPS records management program. This appointment may
be shared with the Processing NCOIC (or Supervisory Human Resources Assistant) at the discretion of the
MEPS Commander.
(b) Secondary Records Manager responsibilities at MEPS level will be assigned to a
responsible individual within the Testing Section, Processing Section, and Headquarters (including the
Medical Department), for the management of records within their functional area.
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(c) Primary Records Manager responsibilities within HQ Directorates, Sectors, and Battalions
will be assigned to Division (or Branch) Chiefs, Administrative Officers, and Mission Support Specialists
for the oversight of recordkeeping requirements throughout their functional program areas. Secretaries or
Administrative Support Specialists will be appointed as secondary Records Managers to facilitate the
management of administrative records. Primary Records Managers in larger program areas (such as large
divisions within Directorates) may appoint secondary Records Managers as needed, at their discretion.
(d) HQ Special Staff Offices are only required to have a primary Records Manager if their
mission workload does not warrant a secondary Records Manager.
(2) Ensure USMEPCOM Policies, Regulations, and Directives within their purview contain
appropriate recordkeeping requirements IAW 36 CFR§1222.24, AR 25-30, and AR 25-400-2.
(3) Establish and enforce adequate business rules to further determine appropriate retention and
disposition of records to be maintained “until no longer needed” (see paragraph 2-5c
). Note: This only
applies to leaders who serve as policy proponents.
(4) Oversee a thorough recordkeeping program within their organizational element.
f. Records Managers will:
(1) Be appointed in writing; duty appointment memoranda may be uploaded in ARIMS when
submitting an access request (see paragraph 3-2) or may be sent to J-1/MEHR-SD-MSS via email
.
(a) MEPS Records Manager Appointments:
1. MEPS primary Records Managers will be responsible for the complete management
of all records; this includes ensuring all records are actively tracked and accounted for, and personally
identifiable information (PII) is protected at all times. MEPS primary Records Managers will also conduct
periodic self-assessments using
UMF 25-51-2, ensure secondary Records Managers receive adequate
training, and confirm adherence to records retention and disposition standards.
2. MEPS secondary Records Manager duties will be appointed to one responsible
individual in each section, or department, who is familiar with all records associated within their functional
area. Secondary records managers appointed in the Processing Section, Testing Section, and Medical
Department will be responsible for applicant processing record tracking, control, retention, and
destruction/purge procedures as outlined in UMR 40-1, UMR 40-8, UMR 55-2, UMR 601-4, UMR 601-
23, UMR 611-1, and UMR 680-3 (both hardcopy and USMIRS data). This responsibility includes ensuring
records with long-term retention schedules are transferred to the Army Electronic Archive IAW
corresponding procedures (e.g. UMR 55-2, chapter 3 - recruit travel orders).
3. MEPS secondary Records Managers appointed in the HQs Section will be responsible
for the proper maintenance and disposition of all housekeeping (administrative and logistical) records IAW
corresponding directives.
(b) HQ Directorate, Sector, and Battalion primary Records Managers will ensure the proper
retention and disposition of records associated to their functional program are being maintained IAW
corresponding directives. HQ Directorate, Sector, and Battalion secondary Records Managers will ensure
all housekeeping/admin records are being maintained IAW corresponding directives.
January 14, 2020 USMEPCOM Regulation 25-51
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4
(c) HQ Special Staff Records Managers must be familiar with, and responsible for all records
being created/maintained within their office.
(2) Serve as recordkeeping subject matter expert by providing policy interpretation and procedural
guidance in executing, enforcing, and managing the records management program within their
organizational element.
(3) Create and maintain a Records Inventory for their organizational element (see paragraph 2-4
).
(4) Create, review, approve, and assist with office records lists (ORL) for each office symbol
within their purview (when required for records with long-term retentions).
(5) Periodically self-evaluate records management procedures using UMF 25-51-2
.
(6) Provide general records management training to all personnel within their organizational
element.
(7) Implement and enforce a plan of maintaining records electronically to the greatest extent (i.e.
scanning to pdf), and utilizing the Army Electronic Archive (AEA) to manage and maintain records with
long-term dispositions.
(8) Coordinate and manage appropriate disposition of records IAW chapter 4
.
g. All Personnel Employed By, or Assigned/Attached To USMEPCOM (including contractors):
(1) Have the responsibility of properly identifying and managing any and all records they create
and maintain IAW this regulation.
(2) Will maintain records electronically to the greatest extent (i.e. scanning to pdf).
(3) Are responsible for coordinating with their Records Manager before executing the disposition
of any records.
1-5. Additional Prescribing Directives
Although USMEPCOM is a jointly staffed organization, the command’s records management program is
derived from AR 25-400-2 (The Army Records Information Management System). Procedural guidance
for implementing policy contained in AR 25-400-2 is found in DA Pam 25-403 (Guide to Recordkeeping
in the Army). USMEPCOM utilizes the web-based ARIMS
platform for the command’s records
management program. Recordkeeping officials at all levels should become familiar with the ARIMS User’s
Guide located in the Records Management section of SPEAR. Sector and Directorate Records Managers
are encouraged to supplement this UMR by developing a Standard Operating Procedure (SOP) more
conducive to their operational environment in order to standardize recordkeeping practices throughout their
subordinate levels.
USMEPCOM Pamphlet 25-51-3 (Recordkeeping Handbook), also available on SPEAR,
contains procedural guidance correlating to USMEPCOM recordkeeping and should be used in conjunction
with this UMR.
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Chapter 2
Recordkeeping
2-1. Record Characteristics
Records include all books, papers, maps, photographs, machine-readable material, or other documentary
materials (regardless of physical form or characteristics) made or received by any organizational element
of USMEPCOM in connection with the transaction of official business; and preserved as evidence of the
organization, functions, personnel, policies, decisions, procedures, operations, or other activities of the
command. Recordkeeping officials at all levels are responsible for assisting employees in the proper
determination of record material within their organizational element.
a. Records follow a three-stage lifecycle: creation or receipt, maintenance & use, and disposition (see
paragraph 6 of UMP 25-51-3
for a more comprehensive description of the records lifecycle). Record
material will fall into one of three record categories–
(1) Federal Record – include materials that are made and preserved, or are appropriate for
preservation, as evidence of USMEPCOM functions, organization, and activities or are preserved because
of the value of the information they contain. By law, Federal records are all documentary materials
including letters, memorandums, completed forms, statistical and narrative reports, graphics, photographs,
audio and video recordings, maps, architectural, engineering, and other drawings. Federal records also
include electronic records (email, digitized images, and so on), photographic prints and negatives, motion
picture films, and tape recordings. Under the provisions of 36 CFR§1222.10, documentary material
considered Federal records are required to be retained IAW approved, published retention schedules.
(2) Personal Records (or Personal Papers) – include documentary materials belonging to a military
member, or civilian employee that may contain references to, or comments on USMEPCOM operations,
but are not used in the actual conduct of business. Examples of personal records include diaries, journals,
notes, personal calendars, and appointment schedules; though work–related, they are typically used only as
reminders and personal observations on work–related topics, not for the transaction of Government business
under the provisions of 36 CFR§1222.20, and are not required to be retained as a Federal record.
(3) Non-Records – include documentary materials excluded from the legal definition of records.
Examples of non-records include: information copies of correspondence, directives, forms, and other
documents on which no administrative action is recorded or taken; routing slips and transmittal sheets
adding no information to that contained in the transmitted material; follow–up, or suspense copies of
correspondence, provided they are extra copies of the originals; duplicate copies of documents maintained
in the same file; extra copies of printed or processed materials for which complete record sets exist, such
as current and superseded manuals maintained outside the office responsible for maintaining the record set;
catalogs, trade journals, and other publications that are received from other Government agencies,
commercial firms, or private institutions and that require no action and are not part of a case on which
action is taken. Non-records (regardless of physical form or characteristics) are not required to be retained
as Federal records under the provisions of 36 CFR§1222.16.
b. Records are further identified in one of two functional categories:
(1) Program Records – document the command’s unique, mission-related activities.
(2) Administrative Records – document the command’s routine housekeeping support activities.
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c. Vital Records – are records that contain information the command may need to conduct business
under emergency operating conditions. 36 CFR§1223 (Managing Vital Records) and DA Pam 25-403
mandate organizations to establish plans for the management of vital records. Leaders at all levels should
establish a program to identify, protect, and manage vital records as part of the command’s continuity of
operation plan designed to meet emergency management responsibilities.
d. Unscheduled Records – Records that do not have a retention schedule approved by NARA will be
retained as permanent records until a disposition is approved; these records cannot, by law, be transferred
or destroyed. Unscheduled records must be reported to J-1/MEHR-SD-MSS
via email as soon as possible.
2-2. Current Files Area and Filing Procedures
a. Current Files Area (CFA) refers to the designated area where active and inactive records are stored
and maintained regardless of format - hardcopy or electronic. A CFA is a local “files room” or “office file
area” within any given office (for hardcopy records), or a secured network shared drive or file sharing
program (for electronic records). Inactive records are maintained in the CFA, separate from active records,
in accordance with authorized retention schedules, not to exceed 6 years. Records to be retained in excess
of 6 years will be transferred to a Federal Records Center (FRC), or the Army Electronic Archive (AEA).
Some records may be transferred to another agency as determined by the functional program (e.g. DoD
Motion Media Records Center or the National Personnel Records Center). CFAs, whether for hardcopy or
electronic records, will not be co-located with non-records or employees’ personal papers (paragraph 2-1
).
Records Managers should establish a standard method of maintaining CFAs in order to provide continuity
throughout their organization.
b. Hardcopy documents will be filed according to corresponding record numbers in appropriate
folders to consolidate, retrieve, and protect the integrity of the record. Individual file guides will be used
to divide record categories and identify sub-series divisions to ease filing and retrieval. DD Form 2923
(Privacy Act Data Cover Sheet) will be posted on drawers or cabinets where records are filed that contain
Personally Identifiable Information (PII) and/or Protected Health Information (PHI). DD Form 2923, DA
Label 87 (For Official Use Only Cover Sheet), and DA Label 113 (Congressional Cover Sheet) will be
affixed to folders when records are retrieved and routed, as applicable. Inactive hardcopy records with
long-term retention schedules (beyond 6 years) will be scanned into pdf documents and uploaded into the
ARIMS AEA as electronic records. Inactive hardcopy records that cannot be scanned will be transferred to
the FRC when the business need ceases or when the record is 6 years old, whichever occurs first (see
paragraph 4-4a
).
c. Electronic documentary records (including forms, word processing files, spreadsheets,
presentations, photographic images, etc.) will be maintained by corresponding record number IAW
retention schedules, on a protected network shared drive governed by specific permissions so as to restrict
access to appropriate personnel. Inactive electronic documentary records with long-term retention
schedules (beyond 6 years) will be uploaded to the ARIMS AEA (see paragraph 4-4b
). Storage of records
containing PII/PHI on protected shared drives will be limited whenever possible, and access restricted to
personnel with a duty related need to know. Storage of records containing PII/PHI on common drives is
prohibited. Electronic records containing PII/PHI will be encrypted when being retrieved and routed via
email for business use. At no time will records containing PII/PHI be transmitted to commercial email
accounts (e.g. yahoo, gmail, Hotmail, etc.)
d. Electronic data records (USMIRS data files, databases, etc.) will be maintained IAW 36
CFR§1236.20 and DoDI 5015.02.
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e. Unless specified by the prescribing directive, records should be arranged in a manner that best suits
the business or reference needs of the office, whether hardcopy or electronic. Records that contain PII/PHI
will not be arranged to permit retrieval by personal identifier (i.e. name, social security number, date of
birth) unless the purpose for collecting and retaining these records is identified by a Privacy Act (PA)
System of Records Notice (SORN) published in the Federal Register.
2-3. USMEPCOM Detailed Records List
Retention schedules specific to USMEPCOM have been published in the USMEPCOM Detailed Records
List. The list was developed from ACRS retention schedules to assist recordkeeping officials at all levels
in executing and sustaining an effective records management program. Disposition instructions cited
therein serve as the command’s records retention authority, and have been established in accordance with
Federal records management guidelines approved by RMDA and NARA either upon specific application
or through the General Records Schedules. The detailed records list is published on SPEAR as a Microsoft
Excel spreadsheet enabling the user to search, sort, or filter by any data element. This list of record
schedules can be a vital instrument when producing a records inventory (paragraph 2-4
), generating an
ARIMS Office Records List (paragraph 3-6), or manually creating labels (paragraph 3-7(b)). The
USMEPCOM Detailed Records List is located on SPEAR, J-1/Human Resources, Mission Support Branch
Records Management link, under “Resources, Links, and Tools” at the bottom of the page.
2-4. Records Inventory
a. Records Managers at all levels will maintain a complete records inventory for all records managed
within their purview. The records inventory will include all records created and maintained under a specific
office symbol. Organizational elements having multiple office symbols that identify branches, sections,
divisions, etc. should maintain an individual records inventory for each office symbol, however,
consolidating records under one office symbol is acceptable.
b. At a minimum, the records inventory should include the Retention Period, Sub-Series, Record
Number, Record Title, PA SORN number, and Disposition. The USMEPCOM Detailed Records List
contains all data elements required for the inventory, therefore it is highly recommended that Records
Managers use the List to create their records inventory.
c. Procedures for creating a records inventory can be found in paragraph 15 of UMP 25-51-3
. A
records inventory for MEPS level, and some HQ elements, can be found in the “Records Inventories” folder
posted on the
Records Management SPEAR page and may be used as a template. Recordkeeping officials
are also invited to contact the J-1/MEHR-SD-MSS Records and Information Management Specialist for
assistance. Completed records inventories will be filed in the first folder in hardcopy filing systems, and
placed in the parent folder of electronic network files, under Record Number 25-400-2e/400B, “Office File
Numbers” (for disposition instructions see
Appendix A, Section III).
2-5. Recordkeeping Requirements in Publications
Recordkeeping requirements are statements in organizational publications that provide guidance on records
to be created, collected, and maintained as a result of carrying out the programs prescribed therein. Under
the provisions of 36 CFR§1222.24, AR 25-30, and AR 25-400-2 policy proponents will ensure
recordkeeping requirements are listed within their publications when applicable.
a. When a regulation, issuance, or other policy directive mandates the retention of records associated
with a program governed by that publication, the appropriate record number, series, title, and disposition
must be provided. An example would be as follows:
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4-4. Disposition of Applicant Packets
Efficient measures for control of an applicant packet, and documents within the packet,
will be implemented and strictly enforced at all times. Applicant packets will be
retained under Record Number 601-270a/600A “Examination/Enlistment Files” (for
disposition instructions see Appendix A, Section III).
b. As shown in the example above, publications may include a consolidated listing of recordkeeping
requirements in an appendix instead of, or in addition to, giving detailed retention schedules within the
body of the regulation (see figure 2–1
for the “Appendix A, Section III” of this example). The consolidated
listing can then include all the details of the retention schedule such as PA SORN numbers, record series
titles, thorough disposition instructions, etc. A consolidated listing will significantly aid recordkeeping
officials in generating a records inventory, office records lists, labels, and file plans. Proponents are
encouraged to coordinate with the J-1/MEHR-SD-MSS Records & Information Management Specialist for
assistance.
c. Disposition instructions that state “keep in CFA until no longer needed for conducting business,
not longer than 6 years, then destroy” are designed to give publication proponents the flexibility to retain
records for a lifecycle that support their business needs, within a 6 year period. A more specific disposition
instruction can and should be outlined in the USMEPCOM publication or organizational SOP. For instance,
if the record falls under a retention schedule with the disposition “keep in CFA until no longer needed for
conducting business, not longer than 6 years, then destroy”, and the proponent determines the business
need only requires the record to be retained for one year, the disposition in the prescribing publication could
simply state “keep in CFA for 1 year upon completion or final action, then destroy”.
2-6. Record Scheduling
a. All Federal records must be maintained under a disposition authority approved by the National
Archives and Records Administration. Functional proponents of USMEPCOM policy and procedure (i.e.
proponents of Issuances, Regulations, Policy Memoranda/Messages, Pamphlets, Manuals, etc.) will not
prescribe record disposition criteria without an authorized retention schedule. Records that do not
correspond to any record number listed on the USMEPCOM Detailed Records List will be reported to the
J-1/MEHR-SD-MSS Records and Information Management Specialist as soon as possible. Records will
be filed as “unscheduled”, and will not be transferred nor destroyed until an approved disposition is
provided (
paragraph 2-1d).
b. The J-1/MEHR-SD-MSS Records and Information Management Specialist will work directly with
the proponent in reviewing the business process to determine how the records are used, where the records
will be retained, how long the records must be kept to meet business needs, any statutory or regulatory
requirements, as well as the proposed description and disposition. After these foundational elements are
determined, a Request for Disposition Authority (SF 115) package will be assembled by J-1/MEHR-SD-
MSS and coordinated with all Directorates and Special Staff Offices with a vested interest in the functional
program of the record.
c. Upon MEJA review and the proponent’s final approval, the J-1/MEHR-SD-MSS Records and
Information Management Specialist will coordinate with RMDA for submission to NARA. Completed SF
115’s with all supporting documentation, including coordination actions and legal reviews, will be retained
under Record Number 25-400-2g/400B, “Records Disposal Authorizations” (for disposition instructions
see Appendix A, Section III
). Disposition also includes electronic formats generated by the NARA
Electronic Records Archive.
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2-7. Records Management Training
a. Recordkeeping officials at all levels are highly encouraged to explore ARIMS through the
ARIMS
Training website, and become familiar with the ARIMS User’s Guide; hands-on exploration is sometimes
the best way to learn this web-based platform. The RMDA Records Management Division also provides
training resources on their
Training and Program Management website, as well as a two-part “Records
Management Training Course” via the Army Learning Management System (ALMS).
b. Battalion and MEPS Commanders may request to have the J-1/MEHR-SD-MSS Records and
Information Management Specialist travel to their MEPS to conduct in-depth, hands-on records
management training with their staff. The Records and Information Management Specialist is also available
to conduct interactive training briefings via Defense Collaboration Service (DCS) upon request.
c. USMEPCOM employees (civilian and military) will receive an annual briefing on the proper
handling and safeguarding against the removal, destruction, or loss of Federal Records (as prescribed by 36
CFR§1230.10, and AR 25-1).
d. The Records Management
section on SPEAR is the primary source of tools, resources, and current
information regarding the USMEPCOM Records Management Program.
2-8. Records Management Program Evaluations
To ensure good recordkeeping practices have been implemented throughout USMEPCOM, and all legal
requirements are being met, Records Management Program Evaluations must be performed periodically
IAW 36 CFR§1220.34, and AR 25-1.
a. Command-wide evaluations of records management programs relating to the adequacy of
documentation, maintenance, use, tracking, and disposition of records, will be conducted a minimum of
once every three years. Evaluations will be performed by the Records & Information Management
Specialist using UMF 25-51-2, Records Management Program Evaluation Checklist
. Completed UMF 25-
51-2 will be retained under Record Number 1c/800D, “Office Inspections and Surveys” (for disposition
instructions see
Appendix A, Section III).
b. Although it’s not specifically required, Directorate/Sector Records Managers should conduct
evaluations of their subordinate organizations at their discretion. The focus of their evaluation should be
adherence to their organization’s filing and labeling standards (if applicable), as well as the adequacy of
documentation, maintenance, use, and disposition of records. Records Managers will provide a copy of the
UMF 25-51-2 to J-1/MEHR-SD-MSS upon completion of their evaluation.
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Figure 2-1. Example “Appendix A, Section III - Recordkeeping Requirements”
Appendix A
Section III
Recordkeeping Requirements
RN 601-270a/600A; Examination/Enlistment Files
PA: A0601-270USMEPCOM
Keep in CFA until no longer needed for conducting business, not longer than 6 years, then destroy.
(Referenced in paragraph 4-4)
RN 25-400-2b/400B; Charge-Out Suspense File
PA: N/A
Keep in CFA for one year after final action, then destroy.
(Referenced in paragraph 4-4b)
RN 600-20b/600A; EO Surveys
PA: N/A
Keep in CFA for 3 years, then destroy.
(Referenced in paragraph 4-6)
(Return to paragraph 2-5)
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Chapter 3
The Army Records Information Management System
3-1. Overview
a. ARIMS is designed to provide enhanced capabilities for authorized users to maintain, transfer,
locate, and retrieve electronically archived records with long-term (6+) dispositions. ARIMS will ensure
electronic records with long-term and permanent dispositions are kept in compliance with Federal law, and
that those records are securely stored and retrievable only by authorized personnel. All organizational
elements of USMEPCOM will use the Army Records Information Management System as the authorized
source for record retention schedules, regardless of media (hardcopy or electronic).
b. ARIMS allows individual business processes to manage short-term (0-6) records at the
organizational level, and simplifies electronic recordkeeping by providing support services and automated
tools via the internet.
c. ARIMS applies to all unclassified, controlled unclassified, and For Official Use Only (FOUO)
records, regardless of format or medium (hardcopy, electronic, information system data files, etc.).
d. ARIMS does not apply to –
(1) DoD Financial Management records explicitly governed by the Defense Finance and
Accounting Service (DFAS) records management program.
(2) Records related to assigned and attached non-Army Service Members that are specifically
governed by their Service’s records management program (this exception does not apply to applicants).
(3) Publications and blank forms stocked for filling requisitions.
(4) Reference materials and books in formally organized and officially designated libraries.
(5) Any non-record or personal paper material (paragraph 2-1
).
3-2. Access to ARIMS
a. Recordkeeping officials at all levels must sign in to ARIMS
via CAC authentication; users must
have an Army Knowledge Online (AKO) account to access ARIMS. ARIMS builds user accounts by
drawing information from AKO, and automatically associates the account to the organization where the
user is employed/assigned. In the event a user does not have an AKO account, a sponsor is required (see
paragraph 4.4.3 in the
ARIMS Users Guide regarding account sponsorship).
b. Upon accessing ARIMS for the first time, users are initially granted the access level of Action
Officer for the unit to which they are employed/assigned. Once the account is established, Records
Managers may request the appropriate level by selecting the “Manage” tab, then “User Role Change
Request” (see figure 3-1
). When a higher level of access has been requested, it is automatically transmitted
to J-1/MEHR-SD-MSS for review/approval. Requests for Records Manager access must have a duty
appointment memorandum as outlined in
paragraph 1-4e; memoranda may be uploaded in ARIMS when
submitting the request, or sent directly to J-1/MEHR-SD-MSS via email.
c. User accounts, regardless of access level, will be deactivated after 12 months of inactivity.
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3-3. Record Retention Periods
Under the ARIMS, records are grouped into one of 12 record series categories. Each series is divided
into more comprehensive sub-series classifications to further categorize records within each series. Each
sub-series is then separated into three broad retention periods (or durations): 0-6 years, 6+ years, and
permanent. A CFA retention limit of 6 years enables individual business processes to manage short-term
records at the organizational level. Records will be uploaded into the AEA, or transferred to an FRC, for
long-term retention in excess of 6 years. The three ARIMS retention periods are defined as follows –
a. 0-6 Years: Records with a disposition of 6 years or less are maintained locally in the current files
area for a maximum of 6 years, then destroyed; they are not electronically archived, nor transferred outside
of the organization. All records with a disposition in the 0-6 year retention period will be destroyed by
the individual(s) responsible for maintaining the records after coordination with their Records Manager.
Records should not be retained locally beyond 6 years, however exceptions may be granted. Most records
generated and maintained throughout the command will fall under the 0-6 retention period.
b. 6+ Years: Records with a disposition beyond 6 years are maintained in the CFA for a maximum
of 6 years, then transferred to a Federal Records Center (hardcopy, electronic records placed on physical
storage media, etc.), or uploaded to the Army Electronic Archive (AEA) for long-term storage. Records
do not need to be retained locally for the full 6 year maximum if the business need does not warrant it;
records may be transferred to an FRC, or uploaded into the AEA at any time after the business need ceases
(this should be further defined in the corresponding regulation, or organizational SOP). Records will be
destroyed/deleted by the FRC/AEA in accordance with authorized disposition instructions after
coordination and approval from the J-1/MEHR-SD-MSS Records and Information Management
Specialist.
c. Permanent: Records considered permanent are maintained in the same manner as records with a
6+ retention period. The FRC/AEA will retire permanent records in accordance with guidelines published
by the National Archives. Proper, thorough determination must be made before records will be classified
as permanent. Less than 10% of Department of Defense (DoD) records are categorized as permanent.
3-4. Record Cutoff
Record cutoffs are needed before disposition instructions can be applied because retention periods typically
begin with the cutoff, not necessarily with the creation or receipt of the record. Cutoffs typically happen at
regular intervals allowing the disposition to be applied in complete blocks whether it’s destruction or
transfer. Normally, correspondence type records are cutoff at the end of the year (fiscal or calendar, as
appropriate), whereas personnel orders and most financial records are cutoff monthly. Reference or
suspense based documents, such as duty appointment orders and inspection/evaluation checklists are cutoff
when superseded. Once a record has been cutoff, the disposition clock begins and documents can no longer
be added to that file.
3-5. Army Consolidated Records Schedule
The Army Consolidated Records Schedule (ACRS), a component within ARIMS
under the “Search” tab,
is the searchable database of authorized retention schedules organized by record series, sub-series, and
retention period. The ACRS constitutes the U.S. Army’s official database for records retention and
disposal. It provides mandatory instructions approved by NARA for what to do with record material no
longer needed for current business. Records retention and disposal should occur at regular intervals in the
normal course of business. Procedures for using the ACRS are outlined in paragraphs 9 & 10 of
UMP 25-
51-3.
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3-6. Office Records List
An Office Records List (ORL) is a list of ARIMS record series categories used and maintained by a specific
office identified by a registered office symbol. The primary purpose of an ORL is to facilitate the
management of electronic records with long term retention schedules (6+ years and permanent), greatly
reducing the amount of effort required to maintain these records. Procedures for creating and using an ORL
can be found in paragraphs 11 & 12 of UMP 25-51-3
. Viewing or printing an ORL will only display the
sub-series, retention period, and approval status. Because of the limited information, ORLs will not be used
as a records inventory or file plan. If there are requirements to use an ORL in this capacity, it should be
reported to the J-1/MEHR-SD-MSS Records and Information Management Specialist immediately. Note:
Only approved office symbols will be used to create ORLs; a directory of current office symbols approved
for use is located on SPEAR, J-1/Human Resources page under the Mission Support Branch –
Records
Management link.
3-7. Labeling Procedures
a. All folders and containers used to store official records, including records in electronic form, will
be labeled. Records will be clearly identified by marking, designation, electronic labeling, or if physical
marking of the medium is not possible, by some other means of identification. Labels may be placed
anywhere (with a standardized continuity) on folders, disks, tapes, drawers, containers, and so on, suitable
and visible for easy identification and retrieval of records. DD Form 2923 (Privacy Act Data Cover Sheet)
will be posted on drawers or cabinets where records are filed that contain PII and PHI.
b. In ARIMS, when folders are created in an approved ORL for hardcopy records, the user will
automatically be directed to the “Print Labels” screen. Recordkeeping officials may use this function if
desired, however, it sometimes does not provide adequate disposition information required by the retention
schedule.
c. Alternatively, recordkeeping officials may choose to create labels manually. When doing so, at a
minimum, hardcopy record labels will contain the active year, the record number, the sub-series number &
category title, the record title, the PA SORN number (when required), and the disposition instructions.
Manual label templates for some USMEPCOM elements have been created and may be used if desired;
these templates can be found in the “Manual Label Templates” folder posted on the Records Management
SPEAR page.
d. For electronic document records, labeling folders in a shared drive may have restrictions on length
and character use; at a minimum it should contain the RN, Record Title/Name, and active year. A complete
Records Inventory will be included in the parent folder identifying all records contained therein.
e. Specific details, and examples for creating labels can be found in paragraph 13 of UMP 25-51-3
.
3-8. Records Cross Reference
a. DA Form 1613 (Records Cross Reference) is used to identify the location of material filed (or
stored) in another location (see figure 3-2, Sample of Completed DA Form 1613
). The DA Form 1613 is
filed under the appropriate record number, in the front of the folder, before any other documents that may
also be filed therein. DA Form 1613 may be used when:
(1) A document is related to more than one action.
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(2) A classified document has a direct relationship with unclassified material. Note: Do not place
classified information on DA Form 1613 filed in unclassified records.
(3) Documents with various dates relate functions to other sub-functions or actions.
(4) Documents have been changed from one record number to another.
(5) Documents are retained in a separate location from the proprietary owner on a temporary basis.
b. Use DA Form 1613 when filing bulky material in storage equipment suited to its size. This material
may be maintained in record number, serial number, or date order. The form must identify the bulky
material and related documents, and show storage locations and record series title. Attach a second copy
of the DA Form 1613 to the bulky material.
c. The completed DA Form 1613 will be filed IAW the retention schedule associated to the record to
which it is being used, and may be destroyed when no longer needed.
Figure 3-1. ARIMS User Role Change Request
(Return to paragraph 3-2)
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Chapter 4
Disposition of Records
4-1. Overview
The final stage of a record’s lifecycle is disposition. Disposition is a comprehensive term that includes
retention actions, such as disposal (typically by destruction or deletion), uploading into the Army Electronic
Archive, or transfer to a Federal Records Center (or other agency such as the DoD Motion Media Records
Center or the National Personnel Records Center).
4-2. Storing Records
Storage areas designated to hold hardcopy records prior to disposition must meet the following conditions:
a. Records must be stored in an area where access is restricted to authorized personnel, and is kept
locked when personnel are not present.
b. The area either must not have any windows, or windows must be blocked/barred to prevent
unauthorized access.
c. Furnace/boiler rooms must not be used for record storage areas.
d. Racking systems, steel shelving, or other open-shelf record storage equipment must be braced to
prevent collapse.
e. The roof, and any piping run through the area must be free of any leaks.
4-3. Records Disposal
Once a record with a retention schedule of 0-6 years reaches the end of its retention period, it will be
disposed of within the CFA where the record was maintained. Records with a retention schedule greater
than 6 years will be disposed of at the FRC (hardcopy or physical media), or deleted from the AEA
(electronic).
a. Records authorized for destruction will be disposed of as follows–
(1) Hardcopy – unclassified records with access/distribution restrictions such as For Official Use
Only or subject to the Privacy Act will be destroyed by shredding or burning. Record material that does
not have any access/distribution restrictions may be recycled, however, records Managers must exercise
prudence before releasing any record material for recycling. When in the form of exposed x–ray film,
motion picture film, and certain microfilm that contains precious metals, the record material should be
disposed of IAW the
DoD Precious Metals Recovery Program.
(2) Electronic – unclassified records managed within the AEA (disposition 6+) will be destroyed
IAW the procedures outlined in paragraph 5.5.6 of the ARIMS User’s Guide. Electronic records maintained
locally (disposition 0-6) will be deleted (demagnetized/degaussed or securely deleted) if on disc, tape, or
other updatable/re-writeable media; otherwise, the location (index) information will be deleted in a manner
so that the records cannot be retrieved by any means. CD–ROMs/optical disks should be destroyed by
burning, breaking, or pulverizing.
b. Classified records will be destroyed IAW AR 380-5, Department of the Army Information Security
Program.
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c. Sectors, Battalions and MEPS must follow procedures outlined in Policy Memorandum (PM) 5-
12, USMEPCOM Media Sanitization Policy by implementing a local media sanitization policy that includes
a formal process with proper recordkeeping using UMF 25-1-7, USMEPCOM Sanitization Validation
Form.
4-4. Transferring Records
a. Hardcopy and/or Physical Media – records with a retention schedule greater than 6 years (6+),
including permanent records, will be transferred to the Federal Records Center (FRC) for long-term storage.
Transferring records with a 0-6 year disposition will be avoided, as in most cases it would not be cost-
effective; case-by-case exceptions can be made in situations of inadequate records storage areas. Note:
Hardcopy records should be scanned into pdf documents and maintained as electronic records to the greatest
extent possible.
(1) Records Managers must contact the J-1/MEHR-SD-MSS Records and Information
Management Specialist via email prior to initiating any hardcopy transfer requests.
(2) Records will be transferred to the FRC using SF 135, Records Transmittal and Receipt Form
,
IAW the instructions found on the FRC website.
(3) The completed SF 135
will be retained under Record Number 1g/800D, “Office Record
Transmittals” (for disposition instructions see Appendix A, Section III).
b. Electronic – recordkeeping officials at all levels will actively use the Army Electronic Archive
within ARIMS for the management of electronic documents with a retention schedule greater than 6 years.
ARIMS will maintain, destroy, and/or transfer electronic records with 6+ and Perm retention periods IAW
authorized retention schedules; and provide authorized users the ability to retrieve archived records
throughout the record’s lifecycle. Records with a 0-6 retention period cannot be uploaded into the AEA
and must be maintained in the CFA (
paragraph 2-2).
(1) Electronic documents can be uploaded into the AEA individually, or in bulk. A schedule should
be created to routinely upload records into ARIMS on a daily, weekly, or monthly basis.
(2) A step-by-step outline for uploading electronic records to the AEA can be found in paragraph
12, UMP 25-51-3, located in the Records Management
section of SPEAR.
c. Hardcopy documents that are scanned into pdf files (such as recruit travel orders) may be destroyed
after the scanned copy has been successfully uploaded into the AEA.
d. Electronic documents may be deleted, or retained on the local computer after successful upload
into the AEA at the discretion of the Records Manager. Electronic documents that are retained locally after
AEA upload are considered reference copy/non-record material and may be destroyed once the business
need to retain has ceased.
e. The archiving of electronic applicant records created and maintained in the USMEPCOM
Integrated Resource System (USMIRS) will be coordinated between J-1/MEHR-SD-MSS and J-6/MEIT.
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4-5. Records Freeze or Moratorium
A records freeze, preservation order, or moratorium is an exception to a record’s approved disposition
instruction. These exceptions refer to a court or agency–imposed requirement to keep the record until
disputes or litigation, and all appeals are resolved. When a freeze or moratorium is received, J-1/MEHR-
SD-MSS will determine if USMEPCOM records are affected and ensure the records are properly coded
within ARIMS. An INFO or Tasking Message will also be published, as appropriate. Records affected by
a freeze cannot be destroyed as scheduled and must be held until the freeze is lifted before normal
disposition can be continued. When a freeze is lifted, the records disposition is carried out from the original
date of the record, not the end of the freeze.
4-6. Unauthorized or Accidental Destruction, Damage, or Removal of Records
a. The maximum penalty for the willful and unlawful destruction, damage, or removal of Federal
records (to include email) is a fine, 3 years in prison, or both (18 USC§2071, and 36 CFR§1230, and AR
25-400-2).
b. In cases of accidental loss or destruction of records by fire, natural disaster, or other cause, Records
Managers will reconstruct the lost or destroyed records as much as possible. Records can often be
reconstructed from other copies of the lost information maintained in other offices/organizations. A list of
records that cannot be reconstructed will be provided to J-1/MEHR-SD-MSS.
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Chapter 5
Office Symbols
5-1. Overview
Office Symbols are used to identify the originators of correspondence and electronically transmitted
messages within the command. They are also used to identify the placement of an operational element
within the command structure for historical and records management purposes. The J-1/MEHR-SD-MSS
Records & Information Management Specialist is responsible for managing the development, maintenance,
and registration of office symbols for USMEPCOM.
5-2. Applicability
This policy applies to every level of hierarchy (e.g. section, branch, division, group, etc.) within MEPS,
Battalions, Sectors, Headquarters Special Staff Offices and Directorates.
5-3. Policy
USMEPCOM follows the policy and procedures prescribed in AR 25-59 (Office Symbols) with the
following guidelines:
a. Office symbols will not exceed 10 letters, separated into three sections by two hyphens (e.g.
XXXX-XXX-XXX). Characters other than letters of the English alphabet will not be used in office symbols
(the only exception being the hyphen(s)).
b. The first section will always contain four letters. All USMEPCOM office symbols will begin with
the command designation letters “ME”, followed by two letters that identify the originator’s Special Staff
Office, Directorate, or Sector (e.g. Eastern Sector is MEES).
c. The second section may contain no more than three letters that identify a Directorate, Battalion,
MEPS, or comparable organizational element below the originator (e.g. Eastern Sector, 6
th
Battalion is
MEES-SI).
d. The third section, if needed, may contain no more than three letters that identify a staff division,
branch, group, or individual at the next lower organizational element (e.g. Eastern Sector, 6
th
Battalion,
Lansing MEPS, HQs Group is MEES-SIL-H).
e. For administrative actions and correspondence, HQs Directorates will precede their office symbol
with the appropriate J-Staff identifier (i.e. the complete office symbol for the J-1/Human Resources
Directorate, Services Division, Mission Support Branch—Support Services Section is: J-1/MEHR-SD-
MSS). Note: J-Staff identifiers cannot be used on office symbols within ARIMS.
f. Organizational telephone charts that include office symbols will be reviewed by the J-1/MEHR-
SD-MSS Records and Information Management Specialist prior to publishing.
5-4. Creation, Modification, or Rescission of Office Symbols
a. Proponents requesting to create, modify, or rescind an office symbol will submit a request to J-
1/MEHR-SD-MSS via Action Memorandum.
b. Requests must be endorsed by the Director or Special Staff Officer (for headquarters staff), or
Sector Commander (for Sectors, Battalions, and MEPS). The approval authority is the Director, Human
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Resources Directorate (J-1/MEHR). See figure 5-1 for an example of an Action Memorandum requesting
an office symbol change.
c. Completed office symbol requests will be retained under Record Number 25-59a/400B, “Office
Symbols” (for disposition instructions see Appendix A, Section III
).
5-5. Office Symbol Directory
A directory of current office symbols
approved for use is located on SPEAR, J-1/Human Resources page
under the Mission Support Branch – Records Management link.
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Appendix A
References
Section I
Publications referenced in, or related to this regulation
18 USC§2071
Concealment, Removal, or Mutilation of Federal Records
44 USC§3301-3314
Disposal of Records
36 CFR§1220-1239
Records Management
DoDI 5015.02
DoD Records Management Program
DoDI 1336.08
Military Human Resource Records Life Cycle Management
DoD 5015.02-STD
Electronic Records Management Software Applications Design Criteria Standard
AR 25-1
Army Knowledge Management and Information Technology
AR 25-30
Army Publishing Program
AR 25-400-2
The Army Records Information Management System (ARIMS)
AR 25-59
Office Symbols
AR 380-5
Department of the Army Information Security Program
DA Pam 25-403
Guide to Recordkeeping in the Army
Policy Memorandum 5-12
USMEPCOM Media Sanitization Policy
Section II
Forms referenced in, prescribed by, or related to this regulation
UMF 25-3-7-E
USMEPCOM Sanitization Validation Form
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UMF 25-51-2
Records Management Program Evaluation Checklist
DA Form 1613
Record Cross-Reference
DA Form 2028
Recommended Changes to Publications and Blank Forms
DA Label 87
For Official Use Only Cover Sheet
DA Label 113
Congressional Cover Sheet
DD Form 2923
Privacy Act Data Cover Sheet
SF 115
Request for Records Disposition Authority
SF 135
Records Transmittal and Receipt
Section III
Recordkeeping Requirements
RN 1e/800D: “Housekeeping Instructions – Duty Appointments”
PA: N/A
Keep in office file until rescinded, or no longer applicable, then destroy.
(Referenced in paragraph 1-4c(5)
).
RN 1c/800D: “Office Inspections and Surveys”
PA: N/A
Keep in office file until the next evaluation, then destroy after 1 year.
(Referenced in paragraph 2-8a
).
RN 1g/800D: “Office Record Transmittals”
PA: N/A
Keep in office file for 6 years after transfer to the FRC, then destroy.
(Referenced in paragraph 4-3a(3)
).
RN 25-59a/400B: “Office Symbols”
PA: N/A
Keep in office file for 6 years, then destroy.
(Referenced in paragraph 5-4c
).
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RN 25-400-2e/400B: “Office File Numbers”
PA: A0025-55SAIS
Keep in office file for 1 year, then destroy.
(Referenced in paragraph 2-4c
).
RN 25-400-2g/400B: “Records Disposal Authorizations”
PA: N/A
Keep in office file for 6 years; destroy no sooner than 6 years after the project, activity, or transaction is
completed or superseded, but longer retention is authorized if needed for business use.
(Referenced in paragraph 2-6c
).
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Appendix C
Glossary
Section I
Abbreviations
ACRS
Army Consolidated Records Schedule
AEA
Army Electronic Archives
AKO
Army Knowledge Online
AO
Action Officer
AR
Army Regulation
ARIMS
Army Records Information Management System
CAC
Common Access Card
CFA
Current Files Area
CFR
Code of Federal Regulations
DA Pam
Department of the Army Pamphlet
DoDD
Department of Defense Directive
DoDI
Department of Defense Instruction
FRC
Federal Records Center
FOUO
For Official Use Only
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NARA
National Archives and Records Administration
ORL
Office Records List
PHI
Protected Health Information
PII
Personally Identifiable Information
RMDA
Records Management and Declassification Agency
SF
Standard Form
UMF
USMEPCOM Form
UMR
USMEPCOM Regulation
UMP
USMEPCOM Pamphlet
USMIRS
USMEPCOM Integrated Resource System
Section II
Terms
Army Records Information Management System
A system for identifying, arranging, and retrieving records for reference and disposition according to the
directive, usually a regulation or pamphlet, which prescribes their creation, maintenance, and use.
Army Consolidated Records Schedule
Records retention schedules, approved by the National Archives and Records Administration, and
published by the Army Records Management and Declassification Agency.
Current Files Area
The physical location where active records are maintained; typically a section, or room in an office
sufficient in size for multiple filing cabinets. CFA also refers to the location where active electronic records
are stored (i.e. a dedicated computer shared drive).
Disposition
The actions taken with inactive records. These include transfer to a FRC, destruction, and/or offering to the
National Archives.
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Disposition Instructions
Precise instructions specifying the time or event for transfer, retirement, or destruction of records.
Disposition Schedule (a.k.a. Retention Schedule)
A document governing, on a continuing basis, the retention and disposition of the recurring record series
of an organization or agency.
Federal Records Center
A facility that is designed for low–cost and efficient storage of records, and for reference service on inactive
records, pending their ultimate disposition.
File / Folder
An accumulation of records maintained in a predetermined physical arrangement or to place documents in
a predetermined location according to an overall plan of classification.
For Official Use Only
A designation that is applied to unclassified information which is exempt from mandatory release to the
public under the Freedom of Information Act.
Housekeeping Files
Records accumulated or generated in an office that document the internal administrative functions of the
office as opposed to those that document the primary missions of the office.
Information Management
The administration of information, its uses and transmission, and the application of theories and techniques
of information science to create, modify, or improve information handling systems.
Non-Records
Documents excluded from the legal definition of records according to 44 USC § 3301.
Office
A place where records are created, maintained, or used; coffee is generally available.
Office Records List
A list of the specific record titles and record series numbers describing the records accumulated or generated
in an office. The list is prepared within each element where records are accumulated or generated and should
be coordinated with the organization or installation records management official.
Permanent Record
The designation applied to records worthy of permanent retention by the United States, and accessioned
into the National Archives.
Personal Record
Documentary materials belonging to an individual that are not used to conduct agency business.
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Record
All books, papers, maps, photographs, machine–readable materials, or other documentary materials
regardless of physical form or characteristics, made or received by an agency of the United States
Government under Federal law or in connection with the transaction of public business and preserved or
appropriate for preservation by that agency or its legitimate successor as evidence of the organization,
functions, policies, decisions, procedures, operations, or other activities of the Government or because of
the informational value of the data in them.
Retention Period
The length of time that a record must be kept before it is destroyed. Records not authorized for destruction
have a retention period of permanent.
Security Classification Information
Official records or information requiring protection against unauthorized disclosure. The degree of
protection is specified by one of the following: TOP SECRET, SECRET, CONFIDENTIAL.
Transfer
The movement of records from an office or unit to a FRC or the AEA.
Unscheduled Records
Records that do not have a disposition authority (or retention schedule) approved by NARA.
