Which Army-Wide Policy Governs Army Records Management

Army records management is a critical aspect of military operations, ensuring the proper creation, maintenance, and disposition of records in compliance with legal, administrative, and operational requirements. The Army Regulation (AR) 25-400-2, also known as the Army Records Information Management System (ARIMS), is the primary policy that governs the management of Army records.

This article explores ARIMS, its purpose, principles, and why effective records management is essential for the Army.

What is ARIMS (AR 25-400-2)?

ARIMS is the comprehensive framework for managing Army records throughout their lifecycle, from creation to final disposition. It establishes the policies, responsibilities, and procedures for managing both paper and electronic records in compliance with federal laws, Department of Defense (DoD) directives, and Army requirements.

Purpose of ARIMS

The main objectives of ARIMS are:

1. Support Decision-Making: Ensuring that accurate and complete records are available to support military operations and administrative decisions.
2. Preserve Historical Records: Protecting records that have historical, legal, or operational significance.
3. Ensure Legal Compliance: Meeting the requirements of federal regulations like the Federal Records Act.

Key Components of ARIMS

1. Records Lifecycle Management:
   ARIMS governs the entire lifecycle of records, which includes:
   • Creation: Generating records that document Army activities.
   • Maintenance: Organizing and storing records for easy retrieval.
   • Disposition: Retaining or destroying records based on their retention schedule.
2. Classification of Records:
   ARIMS requires that all Army records be classified into one of two categories:
   • Permanent Records: These have enduring historical or operational value and are eventually transferred to the National Archives.
   • Temporary Records: These are retained for a specified period before being destroyed according to the retention schedule.
3. Recordkeeping Responsibilities:
   ARIMS assigns specific responsibilities to different roles, including:
   • Commanders: Ensuring compliance with records management policies within their units.
   • Records Managers: Overseeing records management programs and ensuring proper implementation of ARIMS policies.
   • Staff: Maintaining accurate and complete records as part of their duties.
4. Electronic Records Management:
   ARIMS emphasizes the importance of managing digital records, ensuring that electronic systems meet security and accessibility standards.

Legal and Regulatory Foundations

ARIMS is aligned with several legal and regulatory frameworks, including:

• Federal Records Act: Establishes requirements for preserving federal records.
• Freedom of Information Act (FOIA): Ensures public access to certain government records.
• Privacy Act: Protects personal information within Army records.
• DoD Directive 5015.2: Sets standards for managing records across the Department of Defense.

Why is Records Management Important?

1. Operational Readiness: Proper records management ensures that the Army has access to accurate and timely information to support missions and operations.
2. Legal Compliance: ARIMS ensures adherence to laws and regulations governing the retention and disposal of records.
3. Historical Preservation: Permanent records provide a historical account of Army actions, preserving institutional memory.
4. Efficiency and Accountability: Organized records facilitate efficient workflows and accountability within Army units.

Challenges in Army Records Management

1. Volume of Records: Managing large volumes of paper and electronic records can be overwhelming.
2. Compliance: Ensuring that all personnel comply with ARIMS policies requires constant training and oversight.
3. Cybersecurity: Protecting electronic records from unauthorized access or cyber threats is a growing concern.

AR 25-400-2, the Army Records Information Management System (ARIMS), serves as the cornerstone of Army records management policy. By establishing clear guidelines for the creation, maintenance, and disposition of records, ARIMS ensures that the Army remains operationally efficient, legally compliant, and historically accountable.

Effective records management is not just a bureaucratic requirement—it is essential to the Army’s mission success and the preservation of its legacy. Understanding and adhering to ARIMS policies is a shared responsibility that contributes to the overall readiness and professionalism of the force.