Records management responsibilities remain despite additional duty reduction

  • Published
  • By Tech. Sgt. Javier Cruz
  • 325th Fighter Wing Public Affairs
Air Force senior leaders recently announced a new initiative to reduce the number of additional duties plaguing Airmen that consume large amounts of manpower.

As the changes gradually occur with more information to be disseminated in the coming weeks, the records management duty still requires current records custodians to complete final tasks before the end of the year.

“Unless all of your records are maintained on a fiscal year basis, you have one more task to complete, end of year records disposition,” said Rosabelle M. Davenport, the 325th Communications Squadron base records manager.

Current Air Force records management policy is still in effect, as well as federal agency responsibilities under 44 U.S. Code 3506. The code makes federal agencies accountable for implementing and enforcing applicable policies and procedures, including but not limited to, requirements for archiving information maintained in electronic format.

44 U.S. Code 3506 states, “To the fullest extent possible, agencies eliminate paper records and utilize electronic recordkeeping. Security classification is not a restriction for compliance with the directive.”

Installation commanders are receiving guidance on how to move forward with the process. Several recommendations of note have already been considered, to include establishing a base records management program, consolidation of file plans and inventory into single unit file plans and inventories, identifying unit records points of contact, and encouraging units to use the Air Force Records Information Management System to create inventory.

“Develop an electronic records transition plan if your official records products allow such a transition,” Davenport said. “Your plan should facilitate a systematic transition from paper to electronic records.”

Physical and electronic records that meet the requirements for destruction should be destroyed in accordance with Air Force Instruction 33-322, “Records Management Program.” Inactive 2015 records should also be reviewed for disposition if they meet the requirements.

“If you are maintaining perpetual records, review them to ensure they are still relevant and appropriately identified as perpetual records,” Davenport said.

When disposing of official records, be sure to follow the Air Force Records Disposition Schedule located on AFRIMS or the files disposition instructions of your unit official records plan.

For more information about records management, contact your unit chief of the office of records, unit functional area records manager or the base records manager.