Afman 33 363

Records Management Program legal obligation to maintain AF records

from creation to disposition

Overall responsibility for the AFrecords management program. Develops policies + guidelines.

Administers the AF management program for the CIO Represents the SAF on records management issues Develops + issues life cycle policies of AF records Publishes Records Disposition schedule

Appointed by the Majcom Commander Manage AF records management programs within the command' Agency Develops and provides a training program within their organization at base level

Ensure implementation of AF records management with their organization at base levels! Appoint the BRM to manage at least a GS9 or E-7 (MSgt)

Administer the installation records management program All AF data calls/records searches as applicable Develop the basis Vital Records and Disaster + Recovery plan

Training, Assistance and managing staging areas

BRM will train the FARM, COR, and RC, within 3 months (6 for ANG)

Assisits the Farm, COR, and RC on any records

Managing a staging area for temporary storage of records pending destruction or transfer to a federal records center

Serves as the POC Monitor's the program Serves as the liaison Squadron staff assistant visit ever 24 months SR-A (lvl 5) or GS-05 Must take role based FARM training annually

Highest ranking person in the office Physical possession of records * Appoints the RC+ ensures RC has training *Approves the File Plan (cover sheet)* Takes COR training annually *Responsible for physical and legal custody of all records appoints a RC

Maintains services and disposes office records Lowest level on the hierarchy but by far the most important player. Must take role based RC training annually RC builds the office file plan

Users are ignorant Protect fouo pa and pii all AF personnel Comply and respond to the FARM / RC

All books, papers maps charts or other documentary materials. Signed and unsigned e-mails reflecting business decisions, decision memos sent via web - mail documents authenticated at workflow, emails sent as actions,taskers, policies and information, information / records maintained in a system of record, guides, plans, pamphlets, handbooks and continuity books, memos and forms!

active files, cutoff, data call, disposition, records disposition instructions, File, Inactive files, Office of records

A plan designating the physical locations where the agencys files will be maintained, the specific types of files and the orginazational elements having custodial responsibility

active files are the records an office uses frequently in current business or until a cutoff period is met

A term used for separating active records and inactive records -Monthly -fiscal year (30 sep) -calendar year ( 31 Dec ) -None

requests for records (ie record search). Normally a (blank) is a request for all active,inactive physical and electronic records, final documental materials ( includes unclassified and classified and drafts, emails) in response to a non-FOIA or FOIA request

The actions taken regarding records no longer needed for current government business including transfer to agency storage facilities or FRC, transfer from one federal agency to another :transfer of permanent records to the national archives, and disposal of temporary records

A document providing mandatory instructions for what to do with records (and non records) no longer needed for current government business, with provision of authority for the final disposition of recurring or nonrecurring records

Usually an accumulation of records the officer no longer needs or in a retention period after the cutoff date and awaiting final disposition. These are normally files from the previous year.

Inactive files are records the office no longer needs ir in a retention period after the cutoff date and awaiting final disposition. These are normally files from the previous year

the office that is designated by the directorate record officer as responsible for the custody, maintenance and retirement or disposal of the records it holds

The transfer of records to a federal records center (FRC)

SAV is a checklist that can be performed at least every 24 months by either the BRM or FARM to ensure that the COR and RC are following instructions properly and maintaining files within standards. It also provides an opportunity for the RC's to ask for assistance from the FARM's with records issues. The SAV is a scheduled inspection. the BRM or FARM

federal records, personal records, performance records, temporary records, state records, records form other than paper form,Vital record emergency records, Perpetual records, final records , draft records

metadata = data about data allows us to search for documents 1. Title 2. Subject 3. Author 4.Comments

long ass list about Government paperwork elimination Action and Farms/ RC's create an efile box : COR electronically signs the file plan; the Electronic Records Management Solution Guide version V.4

E file has to mirror the main file plan AFRIMS, Location, complete the meta data for each record folder

management tool records disposition schedule the program we used it in Mr. Wells class

the ERM (electronic records management) Solution guide has standardized the filing procedures across the AF for e-files.

"Active" "INACTIVE" Active = 1,2,3,5,6,7,8 only items 4,9, and ten.

before filing a document , ensure all requierwd actions are completed.right hand corner your initials

Assemble documents for filling either alphabetically, numerically or by organization when filing documents, ensure the most current is in the front of the folder. alos remove any paper clips

web based tool suite, government owned techn0ology software designed to enhance and standardize Air Force records management RC accounts are created by the FARM, Farm is created by the BRM

Main file plan

Records Disposition Schedule

extra the Local records Base Manager

the program manager and the office of primary responsibility for planning,managing and facilitating the records management program and related policies . AFRO is the approval / waiver authority for electronic records keeping system with the AF containing long term or permeant records. The AFRO then facilitates a system in review by NARA staff to gain systrm approval andf to have the system and its records scheduled in the RDS

mr Shannon overview

file cabinents are apart of AFRIMS its either stored as a hard copy or electronic disposition is in block 4 yearly, calendar, monthly, none

records

In order to maintain AFRIMS access all of these key player must complete annuial training based on each of their roles

AFI 33-322 is records management program AFI 33-363 is management of records, Is it a record?

RCs/CORs/Users must ensure the life cycle management of records. Users, and RCs have access to AFRIMS. AFRIMS is set up so that the users are restricted to accessing file plans only within their area of responsibility

af man 33-363 along with AF RDS! AFMAN=Management of records

Rc/CORs First step: Capture records +as a team identify and capture all different types of records +identify any protections or legal confines that must be considered ( PA records,PII information, Classified +identify what type of filew locations that are utilized RC then takes all of the identical info and start to create into AFRIMS

second step : Identify records +Within AFRIMS correctly "identify" the record and to determine the records disposition schedule of that record =RC compiles all info into AFRIMS under the RDS tab select the "series" and then the "table number"

RCs may only populate the file plan Cor helps capture records for capturing u are just determining protections/ what type of record it will be

Left side top left = Table and Rule, Title, Authority, Current Right side top right = Date created,date modified ,date approved , frozen record

A record that is suspended from its rule of destruction. Frozen records are identified by the CRM/BRM

Column B -explains what the record consist of column C- explains what the records are for Column D Disposition -explains the disposition instructions, which is also where you get your cut off

allows the classification of each record and provides a tool for creation of a standardized plan, its a software program mandatory for AF managers and personell on how to store files,

seven ( Home,RDS,File plans, reports, SAV, records search) the ribbon on AFFRIMS all the "ribbon tabs" on AFFRIMS

Monthly - file is "transitory" in nature/usually in a 3 month window. Fiscal year (Sep 30) this is dealing with monetary type files ie budgets. Calendar year - (dec 31) N/A = not applicable

Records disposition schedule

Air Force records officer

Find the table set and rules answer= your role in affirms

Secretary of Air force

Command Records Manager , Agency Records manager

The RC decides the cabinet and the drawer must be specific

First step : capture records, second step=identify records, third step = populate the file plan

T 37-19 Files maintenance and disposition (media neutral)

The records managers apporoval + the chief of an office of record signs appears on the file plan cover sheet and they send a courtesy copy

Farm =Functional Area Records Manager +performs supervisory duties in unit or functional area + serves as the POC and monitors the Records management program, + Assists the COR and RC in maintain and disposing records. +Only one Farm is authorized per unit functional area (pg 4)

COR= Chief of an office of Record + one individual authorized per flight or individual office level + Responsible for the records under their scope of control + Has physical and legal custody of records +Appoints the RC and ensure the RC attends management training

RC=Records Custodian +maintain,services, and disposes of office records +Maintains office file plan and accountabilliy for an active and inactive records ensures eligibable records are promptly prepared.

CRM= Command response manager, ARM = Agency Records Manager +appointed by the MAJCOM Commander + manage AF Records Management programs within their Command/Agency +Develop and provide a training program for newly appointed Base Records Manager

RC conduct a weekly review of file plans at a minimum, they check a box select "request approval" and then press send! extra this action causes AFIRMS to send emails to the TO and CC emails will also be sent to BRMs and FARMs. BRMs= Base Records Manager FARMs= Functional Area Records Manager

1. records manger's administrative approval (using AFIRMS) is stated on the file plan. 2.) The COR signature appears on the file plan cover sheet COR=Chief of an office of record

record searches or data calls as you will also hear them... they normally flow dept of justice, dept of defense or other court ordered department/ then to the CRM then to the BRM xtra crm = and brm =

1.) AF-wide 2.) MAJCOM 3.) Base 4.) Unit Level this is a special duty for record search

The CRM and ARM Command records manager and Agency records manager they report to the AFRO

Negative - provide date location, time it tooke, and duration of search Positive response - date location, search was accomplished, first last grade dsn phone , select media type

Records must be put into "litigation hold"- held either in the orgs area and marked accordingly Records can also be assigned "Frozen Records

prepare a list of all individuals segregrate and mark documents search results will flow from RC to COR to FARM to BRM to CRM to AFRO

"Road map" or "table of contents"for office use

COR signature on cover sheet indicates final approval of office file plan

folders that support the primary reference. Subdivisions are optional but ease the filing process

Labels with he name of the respective folder

positioned on disposition guide cards (primary folder)

are positioned on sub divisions folders

Directions for cutting off records and carrying out their disposition in compliance with NARA's -national archives and records administration

books papers, maps , photographs, electronic media that AF receive

relate solely to an individuals private affairs, including papers the individual created before entering the government service

enduring value because they document the organizations

Record Charge Out procedures

Official document for charge out record needs date of document, title ,file code,name, office title, date /document file date

charge out of electronic records

The RC and the COR to always be aware of the records

use DD form 2861

required for records that meet certain RDS requirements

RDS staging areas in the put it in a disposition bin in the RC's office or in a local staging area ( the BRM's staging area) or sent to approved MAJCOM records manager staging area ,NARA,

The Afrims staging module is an automated management processs which allows record professionals to prepare standard form 135s (records transmittal and receipt)- anything getting retired

sf allows staging approval, staging requests ,delivery to nara, or frc! SF 135 is initiated regardless of media located in AFFRIMS in STAGING tab

ERM solutions guide

records physically prepared paperclips, rubber bands removed Appropriate NARA approved containers used to house record Appropriate markings

Charge out record form for removing files

TRUE

Allows for the classification of each record (regardless of media) and provides a tool for creation of a standardized plan of how each record an office maintains is kept and in what format

Seven

Menu bar, system notices, announcements, your base records managers, tasks, recent activity and resources

True

All of these key players must complete "annual" training based on each role they reside in, to maintain AFRIMS accesses

They document official business, keep an account of an organization's activities, historical analysis and the basis for future actions

Chief of an Office of Record - COR

Chief of an Office of Record - COR

Base Records Manager - RM

Provide Assistance Managing Staging Areas Training

Federal, Personal, Permanent, Temporary, State, Records in Other Than Paper Form, Vital Records, Perpetual, Final and Draft records

Air Force units at all levels have a requirement to document their organization's functions, policies, procedures and activities.

Step 1- Capture Records Step 2- Identify Records Step 3- Populate File Plan

T 37 - 19 R 02.00 Files Maintenance and Disposition (Media Neutral)

False

False

Records Disposition Schedule To help with the identification of a record, so it can be properly classified under the correct table and rule (T&R) and to ensure the record is kept according to its proper and required life cycle and NOT destroyed prior to its allowable destruction timeline

It is where you locate the records search parameters and input the positive or negative response info.

Data Call

AFRO to CRM to BRM to FARM to RC/COR

False

False

Litigation Hold and Frozen Record

List of the all individuals, grade, duty location, email address, telephone numbers and the estimated man hours (authorizations, rank or grade, and hours spent) to conduct each search regardless of whether or not documents are found.

It is used as a Charge Out Record form for removing files from paper file cabinet

AFMAN 33-363, Chapter 3

Date of Document Title of Document, File Code Name, Office Title or Symbol, and Telephone Number Date document/file is charged out

True

MAJCOM Records Manager Staging Areas for holding or forwarding to the Federal Records Center, NARA (National Archives and Records Administration).

Prepared/ NARA Approved containers