1. FOIA, Privacy & Records Management Conference 2009
Office of the Administrative Assistant
to the Secretary of the Army
Records Management & Declassification Agency
Records Management, Electronic Records, and Automated Systems
Ms. Shirley Kinson-Jones Ms. Lois A. Holden
Army Records Branch Army Records Branch
(703) (703)

2. Agenda
Effective Records Management
Electronic Records
Army Information Systems (AIS)
Questions

3. Effective Records Management
WHY?
Protects the rights and interests of the Army and its employees
Supports Soldiers with documentation to validate health- related claims (e.g., PTSD)
Documents the Army’s history and provides Lessons Learned
Responds to official requests for information from the public, Congress and the media
Complies with the Federal Records Act (44 USC)

4. What is a Federal Record?
Made or received by an agency of the government.
Contains information on agency policies, functions, decisions, activities, operations, etc.
Documentary materials.
*Personal Records: Documentary materials belonging to an individual not used to conduct agency business
Videos
Electronic
Media
Photos
Paper

5. Electronic Records
AR , Army Records Information Management System (ARIMS)
Keep (K) - Short Term Records – Retention 6 years or less
Transfer (T) - Long Term Records – Retention over 6 years and up to Permanent
AR 25-2, Information Assurance
Unclassified
Sensitive
Classified Information 5

6. Is Email a Federal Record???
YES!!!
messages are official records when they are created or received in the transaction of public business

7. Examples of E-Mail Records
Policies and directives.
Correspondence related to official business.
Work schedules and assignments.
Agendas and minutes of meetings.
Drafts of documents circulated for comment or approval.
Document that initiates, authorizes/completes a business transaction.
Final reports or recommendations.
We should all protect messages, files, and records from unauthorized release to third parties in accordance with AR , AR 25-55, amnd AR Remove personal and transitory messages from person in-boxes on a regular basis; protect messages form inadverdent loss or destruction by complying with backup requirements; coordinate disposition of official records with your organization’s records management officer to ensure that retention requirements are met.

8. Examples of Non-Record E-Mail
Personal messages and announcements not related to official business.
Duplicate copies of extracts of documents distributed for convenience or reference.
Out-of-office auto-replies.
Announcements of social events such as retirement parties or holiday celebrations.
“Thank you” messages.

9. Automated Information System (AIS)
Definition An organized set of procedures and techniques designed to store, retrieve, manipulate, analyze, and display information. If automated, information system also includes hardware and software.

10. Scheduling Records in Army Automated Information Systems (AIS)
The E-Government Act of 2002
A memorandum co-signed by the AASA and the CIO/G-6
There are over 1,772 AIS currently listed in the Army Portfolio Management System (APMS)
AIS Surveys Received
AIS Surveys Outstanding

11. QUESTIONS?