Skip to main content

Full text of "quartermaster lee army mil"

See other formats


ARIMS 



The Army 

Records Information 
Management 
System , , 


A Dining Facility Guide 
to ARIMS 


Army Center of Excellence, 
Subsistence 



ARIMS - Highlights 


* Steps to Effective Record Keeping 
The FIRST step is to read AR 25-400-2 
Chapter 1 - Principles of ARIMS, 

Chapter 2 - Prescribing Directives, 

Chapter 5 - Filing Procedures, 

Chapter 6 - Labeling Procedures, and 
Chapter 7 - Disposition Standards. 

The SECOND step is to become familiar 
with 

the ARIMS Website at: 

https://www.arims.army.mil 


Dining Facility Guide at: 

www.quarternnaster.arnny.nnil/aces/garrison/nnanagennent.htnnl 


ARIMS - Highlights/Chaoter 1 


*AR 25-400-2 Highlights 
Chanter l-(a) Principles of ARIMS 



Focus is on long-term and permanent records. 

Allows business process to manage short-term 
records. 

Simplifies recordkeeping for individual 

For the Dining Facility... 

Majority of records are short-term. 

"KEEP IT SIMPLE" 

Example: Kitchen Requisition and Returns Worksheet 
*** Disposed of when "no longer needed". 




ARIMS - Hiqhliqhts/Chapter 1, Cont. 

*AR 25-400-2 Highlights 
Chanter l-(c) Disposition Instructions 



All records are categorized as two types. 
Short-term: No value beyond business process. 

Long-term: For historical, lessons learned, or 
research. 


Disposition Instruction Codes 

Codes begin with "K" for Keep or "T" for Transfer. 
All K codes apply to short-term records. 

(Kept until no longer needed: less than 6 years.) 

The T codes apply to long-term records. 

(Kept until no longer needed, transferred: over 6 years.) 


ARIMS - Hiqhliqhts/Chapter 1, Cont. 


*AR 25-400-2 Highlights 




K records: based on the period of time that the 
creating office needs to keep them in order to 

meet business needs . 

s Once the period of time is met, the records 
should be destroyed. Held no longer than 6 
years. 


T records: applied by the servicing Records 
Holding Area (RHA) or the Army Electronic Archives 
(AEA) to which the records are transferred. 


ARIMS - Hiqhliqhts/Chapter 2 



AR 25-400-2 Highlights 
Chapter 2-(a) Prescribing Directives 


At a minimum: identification should include a 
description of each record category, to include 
which are transfers (T) and which are keep (K) 
records. 


In Addition: retention periods for K records will 
be stated in the prescribing directive. 
s EXAMPLE: If 2 years is the time required to meet the 
business needs for a specific record, that is how long the 
record will be kept. 

Prescribing Directive: DA Pam 30-22 


ARIMS - Hiqhliqhts/Chapter 2, Cont. 


*AR 25-400-2 Highlights 
Prescribing Directive “Current” 



DA Pam 30-22, 1-5 Files 

Files and the disposition of all documents related to 
Army garrison food service, the Army field feeding 
system, and troop issue support activity operations 
are maintained in accordance with AR 25-400-2. 


This was written prior to the conversion from MARKS to 
ARIMS and presented several difficulties when managing 
records under ARIMS. The Army Center of Excellence, 
Subsistence (ACES) began the process of updating DA Pam 
30-22 to DA Pam 30-22 (Change 1). 



ARIMS - Hiqhliqhts/Chapter 2, Cont. 

* AR 25-400-2 Highlights 

Prescribing Directive "Revised" 



DA Pam 30-22 (Change 1), 1-5 Files 


a. All documents and file records related to Army 
garrison food service, the Army field feeding system, 
and troop issue support activity operations are 
maintained and disposed of in accordance with AR 25- 
400-2, Army Records Information Management System 
(ARIMS). 


b. Disposition instructions contained in ARIMS refer to 
records being kept until "no longer needed for 
conducting business", then dictate further disposition. 


ARIMS - Hiqhliqhts/Chapter 2, Cont. 

* AR 25-400-2 Highlights 
Prescribing Directive "Revised" 

DA Pam 30-22 (Change 1), 1-5 Files 

c. For the purpose of the Army Food Program, "no 
longer needed for conducting business" is defined 
as "a minimum of six months active, then six 
months inactive" for all Keep (K) category records 
with no events and with assigned records retention 
duration of zero, with the following exceptions: 

1) For ARIMS record numbers 30-22c, 30-22bb, 30-22e, 30- 
22f2, 30-22g, and 30-22r, "no longer needed for 
conducting business" is defined as a "minimum of one 
year active, then one year inactive”. 

2) For ARIMS record numbers 30-22j and 30-22k, "no longer 
needed for conducting business” is defined as "six years". 



ARIMS - Hiqhliqhts/Chapter 2, Cont. 

* AR 25-400-2 Highlights 
Prescribing Directive "Revised" 

DA Pam 30-22 (Change 1), 1-5 Files 

d. All Transfer (T) category records will use the ARIMS Records 

Retention Schedule, Army (RRS-A) for records dispositions. 

Transfer (T) category records with a disposition of “no longer 

needed for conducting business" will be managed as follows: 

1) For records with a scheduled retention period of two or more 
years will be held in the Current Files Area (CFA) for a minimum of 
two years. Review records annually. 

2) Records that have met the required 2 year requirement and are 
determined to be “no longer needed for conducting business" will 
be transferred to the Records Holding Area (RHA). 

3) When a DA Form 3032 is used as a deferred payment vehicle 
(generally in emergency situations) it will be maintained in the 
same manner as DD Form 1544 (ARIMS record number 30-22a) 
See paragraph 3-27. 



ARIMS - Hiqhliqhts/Chapter 5 



AR 25-400-2 Highlights 
5-3 Examining. Assembling, and Fastening 


Examine records: ensure complete. 

Remove unnecessary attachments. 

Missing information: attach note of action taken. 


5-4 Using Guides and Folders 

Use guides to divide records. 

Use folders to consolidate, retrieve, and protect. 
The term "Dummy Folder": 

NOT a recognized term in ARIMS. Should not be used. 




ARIMS - Hiqhliqhts/Chapter 5, Cont. 

*AR 25-400-2 Highlights 
5-5 Arranging Records 

Unless specified by the prescribing directive, 
records should be arranged in a manner that best 
suits the business or reference needs of an 
office. 

Exception: Privacy Act (PA) records. 

5-10 Office Records Lists (ORL) 

Required. 

Best used forT code records. 

Must register for an account on ARIMS website. 



ARIMS - Hiqhliqhts/Chapter 6 

* AR 25-400-2 Highlights 
6-1 ARIMS Record Titles 


Labels may be created using the records titles in 
ARIMS or with working titles that: 

best fit the business/reference use of the 
records in an office, or both. 

For the Dining Facility 

Creating office. 

Best method for identification and retrieval. 
Evaluator's, Inspector's, and Reviewer's. 


ARIMS - Hiqhliqhts/Chapter 6, Cont. 

* AR 25-400-2 Highlights 
6-2 Labeling 

All folders and containers must be labeled. 

Clearly marked. 

Labeling: All methods of identification. 

Required information on labels: 

Letter K or T, year, and PA notice. 

6-2 (b) Methods of Labeling 

At the discretion of the office of record. 

Typewritten, computer, writing on labels with colored 
pens. 

Labels printed from ARIMS: 

Required information only. Will not print “Production Schedule". 





ARIMS - Hiqhliqhts/Chapter 6, Cont. 

* AR 25-400-2 Highlights 
6-2 (c) Several folders, drawers, containers 


First guide, folder, drawer, or container needs to 
show required label information. 

Remaining: identified by name, number, or other 
feature identifying contents. 

Placed anywhere that is visible. 


Uniform placement can be established. 
Color coding can be used. 

Keep it Simple... 






ARIMS - Hiqhliqhts/Chapter 7 


; - - 

IffiSgSL 


Record categories: Transfer (T) and Keep (K). 
If not a T record, it is a K record. 



Applied in the Office of Record IAW business needs or 
prescribing directive. 

Kept until "no longer needed to support the business 
process". 

No longer than 6 years. 

Does not mean that all K records will be kept the entire 6 years. 


ARIMS 



The Army 

Records Information 
Management 
System _ i 


A Guide to Dining 
Facility Records 
Management 


Army Center of Excellence, 



ARIMS - DFAC Records 




Dining Facility Records Management 


Effective records management at the dining facility 
should include an understanding of the following: 


* The prescribed directive DA Pam 30-22 (Change 

1 ). 

* File storage requirements. 

* File organization. 


* Records identification and retrieval. 


* Folder identification and retrieval. 

* File identification - record labeling. 



ARIMS - DFAC Records, Cont. 



Dining Facility Records Managemen 


Prescribed Directive - DA Pam 30-22 (Change 1) and 
record supplies. 


* Identify dining facility K records. 

* Identify dining facility "Event” records. 

* Identify dining facility T records. 

* Review disposition and retention instructions. 

* Adequate space and storage area 

* Adequate supplies. 





ARIMS 


DFAC Records / Storage 


IfpBo 


WBm 


Dining Facility Records Management 


File Storage 


* Number of filing cabinets required: 

The number of filing cabinets will be determined by the 
size of the dining facilities operation: one, two, or more. 

* Separate category records: 

Clearly mark and separate K category records from T 
category records. 

* Separate Year records: 

Clearly mark and separate Fiscal Year records from 
Calendar Year records. 

* Separate differing retention period records: 

6 month active/inactive, 1 year, 2 year, 6 year, etc. 


ARIMS - DFAC Records / Organization 

Dining Facility Records Management 

File Organization 

* 6 month active and 6 month inactive: 

Records are "grouped" for ease of management. 

Group 1 FY Files: 1 Oct through 31 Mar 
Group 2 FY Files: 1 Apr through 30 Sep 
Group 1 CY Files: 1 Jan through 30 Jun 
Group 2 CY Files: 1 Jul through 31 Dec 

*■ 1 year active and 1 year inactive: 

Managed in the same manner as 6 month files - as a group. 

* End of Inactive Retention - Destroy. 

* Review records monthly, quarterly, and annually. 



ARIMS - Records Identification 


Dining Facility Records 

Records Identification and Retrieval 

* Filing Cabinets Clearly Labeled 

Identify records within each file drawer. 

* Drawer labels correspond to file guides. 

* Minimum information required. 


K: 6 MONTH INACTIVE FILES 
(FYXX) 

30-22d Dining facility operations 
30-22h Ration request, issue, 
delivery, 


EXAMPLES: 


K: 6 MONTH ACTIVE FILES 
(FYXX) 

30-22d Dining facility operations 
30-22h Ration request, issue, 
delivery, 



and account status files 



ARIMS 


Records Identification, Cont 


Epjo 

E3CoHr?\ 


Dining Facility Records Management 


Records Identification and Retrieval 


EXAMPLE using 1 drawer for several record types: 


FOOD PROGRAM FILES (YEAR) 

Calendar Year: (KE) 

30 General food program correspondence 
files 

30-22b — Menus files 

Fiscal Year: 6 Year files (KE) 

30-22j Food facility establishment files 
30-22k Facility and equipment layout reviews 


Note: The line clearly shows the division between CY and FY records. 




ARIMS 


Folder Identification 


IfSBlI 


BBSs 


Dining Facility Records Management 


Folder Identification and Retrieval 


* Create an Office Records List: 

Optional - Requires ARIMS Registration. 

Advantage: Quick links to dining facility record retention 
schedules. 

Disadvantage - ARIMS record titles only. 

* Create a File Index for Records: 

Suggested - Created Spreadsheet, Document, etc... 
Advantage - Quick identification and retrieval of records. 
Posted - First record in file, where easily viewed, or on 
computer for review and retrieval. 


ARIMS - Folder Identification, Cont. 

EXAMPLE of a File Index: 


Locati 

on 

Recor 
d No. 

Record Title 

Disposition 
Year Type 

Folder Title 

File 

Drawer 

1 

30 

General food program 

(KE6) 

Memorandum for Record - Subsistence 

correspondence files 

CY 

Support of Field Exercise 





Food Service Flasher Message #0104 


30-22b 

Menus files 

(KE6) 

CY 

Master Menu 





Cyclic Menus 


Continue list for all folders in File Drawer.... 


File 

Drawer 

2 

30-22m 

Unsatisfactory subsistence 
files 

(K) 6 month Active/6 
month Inactive 

CY 

DA Form 1608-R (Unsatisfactory Material 
Report) 


30-22d 

Dining facility operations 

(K) 6 month active/6 
month inactive 

FY 

DA Form 3034 (Production Schedule) 





AFMIS-AJK-421 (Production Schedule 
Report) 





DA Form 3032 (Signature Headcount 
Sheet) 


Continue list for all folders in File Drawer.... 




ARIMS Objective: 

Simplify records keeping, retrieval, and management. 

Labeling Records: 

Labeling may be accomplished in any manner that best 
suits the business needs of an office. 

Required Information IAW ARIMS. 

Evaluator's, Inspector's, and Reviewer's. 


ARIMS - File Identification, Cont. l 

Dining Facility Records Managemen 

File Identification 



EXAMPLE "File Guide" Labels: 



K Dining facility operations 
(04) 

NA 

Keep until NLN, NTE 6 YR, then 


ARIMS Standard File Label 


K 30-22d Dining facility operations 
(FY04) 

NA 

Keep until NLN, NTE 6 YR, then 


ARIMS Standard File Label with Additional Information 



Remember: 
Labeling may be 
accomplished in 
any manner that 
best suits the 
business needs 
of an office. 








ARIMS - File Identification, Cont. l 

Dining Facility Records Managemen 

File Identification 



EXAMPLE "Folder" Labels: 


30-22d 

(FY04) 


DA Form 3034 

Production Schedule 
October (1st through 15th) 


Identifying by Form Number 



30-22d 

(FY04) 


Production Schedule 

DA Form 3034 
October (1st through 15th) 


Identifying by Form Title 


When there are several 
folders, drawers, or other 
containers with records 
under the same category, 
only the first folder, 
drawer, or container needs 
to show all of the required 
label information; the 
remaining folders, drawers, 
or containers need only be 
identified by the name, 
number, or other feature 
identifying the contents. 

| (See 6-2 Labeling, 
paragraph c.) 







ARIMS - File Identification, Cont. 

Dining Facility Records Management 

File Identification 



File Guide Labeling 

All required information on the label. 

Folder Labeling 

Only the information needed to identify and 
retrieve. 


Example of a Dining 
Facility Folder Label: 

Too much information? 
Easy to identify record? 
Is allowed IAW ARIMS? 


Privacy Act # N/A Event Driven No 

Production Schedules (1-15) 

Disposition Authority Nl-AU-00-15 
Additional Disposition Authority 
Record # 30-22d Record Type Keep 
Permanent Record No Duration 1 yr. 
Directive 30-22 


Year Type FY04 


Calendar Type NOV 03 


ARIMS - File Identification, Cont. 

Dining Facility Records Managemen 

File Identification 



EXAMPLES - Which would you prefer to use? 


Suggested 


K 30-22d Dining facility operations 
(FY04) 

NA 

Keep until NLN, NTE 6 YR, then destroy 


File Guide 


30-22d Production Schedule 

(FY04) 

DA Form 3034 

October (1st through 15th) 


Currently in Use 


K: Dining Facility Operations 
( 04 ) 


File Guide 


Privacy Act # N/A Event Driven No 

Production Schedules (1-15) 

Disposition Authority Nl-AU-00-15 
Additional Disposition Authority 
Record # 3 0-2 2d Record Type Keep 

Permanent Record No Duration 1 yr. 
Directive 30-22 

Year Type FY04 Calendar Type NOV 


Folder Label 


Folder Label 





Army 

Drds Information 

agement 

:em k 


A Guide to using the 
ARIMS Website 


Army Center of Excellence, 
Subsistence 



ARIMS - Website Navigation 


ARIMS Website https://www.arims.army.mil 
Records Management Tools 



* E-Card - Multimedia Guide to using ARIMS. 

* ARIMS Uses Guide - PDF. 

* Records Retention Schedules (RRS-A). 

* Help - Frequently Asked Questions. 

* Registration: 

Create Office Records List (ORL) 

Print Retention Summary 
Print File Labels - ARIMS standard labels. 



ARIMS - Website Navigation, Cont. 


ARIMS Website 

Access Records Retention Schedules 



* Click on the RRS-A Tab. 

* Click on the "Search by Category" dropdown list. 

* Click on Food Program. 

* Search by Record number. 

Type in record number. 

Select GO. 

* Click on Food Program link to select a record. 

* Record Retention Schedule is Displayed. 


ARIMS - Record Retention 
ARIMS Website 

Access Records Retention Schedules: Walk-thro 


* Click on the RRS-A Tab. 



r 


ARIMS - RRS-A Search 
ARIMS Website 

Access Records Retention Schedules: Walk-thro* 



ARIMS - RRS-A Search, Cont. 

ARIMS Website 

Access Records Retention Schedules: Walk-thrfl 


* Click on Food Program. Search by Record Number. 





ARIMS - RRS-A Search, Cont 


ARIMS Website V 

Access Records Retention Schedules: Walk-thro 


* Click on Food Program link to select a record. 



!s£tiedule - army (ftRS-A) 

I MANAGEMENT SYSTEM] 


R65ISTRATICW 




Pf c. 

nrPL 

pUR 

PFHU 

atSP.AUTN 

PIW.JKTH. 

t 



Ctthi "Piwpti f&*wr wdW fffl 3Q- 

s 


*b 



75-la 

30-1 

FOObnCQdRMl 

FMMrdlon KOhits ust 

IW 33.23**) 

s 


w» 




30-19 

rv ' 


T 

m 

*# 

My-ipfi^Ta 

W* 

»2J» 

30-22 


F'bKj rHi* ■ ttwrtl 

K 



Ni-AU-WMS 

NA 

3fr 

Z2m 

M -22 


FT: 

/rcconiB 


1 C 0 RD.Sll N R.QR ft 



ARIMS - Record Retention Description 

ARIMS Website 




Access Records Retention Schedules: Walk- th ro 
* Record Retention Schedule is Displayed. 


h£lf i Li;.wi_oAb 


(f :50Q- PROGRAM 

Ijj Tt*» ■"*>:* ft OBOCUR r.-fcq notes. wwkw , ef.J uam, tKlth op&ma 

| did finefiMt jifn imtd h ms sMJPfe -and wvi« mw i& hekide opMUtM raws 

1 2&Sh rtteftl* 

I^BC^Ks for rtsk Wd Gtcwflerts rtfctdira MferdiOl*. knA^-ctf i+rti tassfi HBKfoQ 
I ■.■jjn;'! , cash reaislei lopes mema'-sndLiTi ud^s for record ra cosh r-agalef : ear ra : 
I "r-Q&M C J q JH-toHy uvmiivj!#} angh CX*m, ccrti'fll t<t fiWng fW»y (PP 

Jf'Xrms 15 m), dOAifiWfit Id a id usy^erH u" 

1 reals or lc prepared sLtsiSEize, r ^p-:rl; dI srvesliqiKFi (MW AK 1 3-ti, «porl ni KF^ey 
I aaa * 1 aft tj 5-5 r<* to#, d si^en c* cash non so^mh sums . rte?imtij 

|i»y«rt4. wvf 4itrfsr inior*#lpon. 

I T2. -Hjeef) ki -CFA yieJ i'm U^iaiP neetted lur Ot«ftdyiSi^ bi^shWi, UWI rdrO k- RHA^E A. 
I Inc HMAJAfia wl drsfroy record Yrtwri Itw record a £ v»r= 


” 1^226 


1 30-12 

I Fr-r.ol '-'nor 







ARIMS - Website Registration 

ARIMS Website 

ARIMS Tools - Registration 



* How to Register: Use the Help options for full 

explanation 3 Army Lteclronic Research System Help Page Microsoft Internet Explorer 


15 ® 


FJ» F« Fevcrto* Tottt h*. 


Se«d> rawrtes iff 1 M«ts p\ 




r. rteitmeu? 









ARIMS - Website Tools 


ARIMS Website 

* Example Office Records List (ORL). 


ARIMS 


ARIMS 


ih - j> . itr'- T' 


ARIMS - - Website Tools, 

ARIMS Website 

* Example of Printed 


Registration: 

The FOS must 
determine if, or how, 
the 'Tools” available 
with a registered ARIMS 
account will benefit 
their operation. They 
should ask, "How often 
will I use them?” "Will 
the File Index and File 
Labels created in the 
dining facility BEST suit 
our needs?" 




BHhhTOqdq! 


AR 

The 

Rec 
Mar 
Sys 


rmy 

ds Information 
gement 


ACES Website Tools for 
Dining Facility Records 


Army Center of Excellence, 
Subsistence 


|y 


m 


I L 


MISS® 






ARIMS - DFAC Tools 


n'jrnr, 
'rn'.nr 
!-. □ jn: 

-•-□ifTll 


DFAC Records Management Tools 

Dining Facility File Index BES^I] 


AFMIS/AHC Reports List 


Example File Index 


File Guide Labels 



Example AFMIS List 


Example File Guide Labels 


Iff! *1 1 ! ?!’ 



ARIMS - DFAC Tools, Cont. 

* DFAC Records Management Tools 

Folder Labels for DA/DD Forms i 



Folder Labels for AFMIS Reports 


Management Checklis 


Example For 





ARIMS 



The Army 

Records Information 
Management 
System j 


Visit the ACES Website to 
learn more about ARIMS 

www.quartermaster.army.mil/aces 
Army Center of Excellence, 
Subsistence