DEPARTMENT OF THE AIR FORCE AIR EDUCATION AND TRAINING COMMAND AFI33-322_KEESLERAFBGM2017-01 31 October 2017 MEMORANDUM FOR 81 TRW AND APPLICABLE TENANT UNIT PERSONNEL FROM: 81 TRW/CC 720 Chappie James Ave Keesler AFB MS 39534 SUBJECT: Keesler Air Force Base Guidance Memorandum - AFI 33-322/Keesler AFB Supplement By Order of the Commander, 81st Training Wing (TRW), this Keesler Air Force Base (AFB) Guidance Memorandum immediately changes AFI 33-322, Records Management Program, Keesler AFB Supplement. Compliance with this memorandum is mandatory. To the extent its directions are inconsistent with other Air Force Publications, the information herein prevails, in accordance with AFI 33-360, Publications and Forms Management. This guidance applies to all 81 TRW units and tenant units supported by a host tenant support agreement and elect to follow the host base records management plan. The guidance does not apply to 403d Wing units. This guidance is due to changes in AFI 33-322 and the elimination of the Records Custodian and Functional Area Records Manager (FARM) additional duties. Local policy and procedures have been updated to ensure uniformity of the base records management plan and program. In addition, the requirement for a FARM continuity folder has been eliminated. Ensure that all records created as a result of processes prescribed in this publication are maintained in accordance with Air Force Manual (AFMAN) 33-363, Management of Records, and disposed of in accordance with Air Force Records Information Management System (AFRIMS) Records Disposition Schedule (RDS). This memorandum becomes void after one year has elapsed from the date of this memorandum, or upon publication of an interim change or rewrite of the affected publication, whichever is earlier. Attachment: Revision to AFI 33-322/Keesler Supplement DEBRA A. LOVETTE, Colonel, USAF Commander, 81st Training Wing
KEESLERAFBAFGM2017-01 31 October 2017 Revision to AFI 33-322/Keesler Supplement Attachment 1 Keesler AFB Guidance Memorandum Supplementing AFI33-322, Records Management Program 4.1. Maintain official electronic records with a disposition of 10 years or less on \\52mahg-fs-106. Maintain unofficial records on the unit s organization server. Maintain official paper records in an approved filing system. 4.5. (DELETE). 4.7. Maintain classified official electronic records on the designated Secret Internet Protocol Router Network server and paper records in approved storage methods. 4.9. Commanders or designated records management (RM) point of contact(s) (POC(s)) (as applicable) use AFRIMS to process records transfer requests to the base staging area. Refer to AFI 33-364, Records Disposition-Procedures and Responsibilities, for guidance. 4.10.1.1. (ADDED) Commanders may appoint a designated RM POC(s) to ensure an efficient RM process within their unit. Depending on the size and scope of the unit, commanders can appoint multiple designated RM POCs. If a designated POC(s) is/are desired, commanders shall send a digitally signed e-mail to 81cs.scok.erm@us.af.mil (Keesler Base Records Manager on the global address list) and include the first and last name, grade, unit and office, electronic data interchange personnel identifier number, work telephone number, and security group(s) the designated RM POC(s) should be populated into. 4.10.1.2. (ADDED) The Base Records Manager (BRM) will create the commander s and designated POC(s) (as applicable) AFRIMS accounts. Commanders or designated RM POC(s) (as applicable) shall e-mail any required changes as they occur to the BRM via a digitally signed e-mail to 81cs.scok.erm@us.af.mil (Keesler Base Records Manager on the global address list). 4.10.1.3. (ADDED) Commanders or designated RM POC(s) (as applicable) will ensure required personnel have access to official electronic records maintained on \\52mahg-fs-106 and ensure personnel populated into security groups are current/correct. 4.10.2.1. (ADDED) Electronic Records. Commanders or designated RM POC(s) (as applicable) shall identify all official electronic records on the inventory of records and the location and media. Maintain official electronic records with a disposition of 10 years or less on the \\52mahg-fs-106 server and map the folders to the O drive. If the electronic records are maintained in an approved information technology system, do not identify them on the \\52mahg-fs-106 server. The 81st Communications Squadron backs up electronic records maintained on \\52mahg-fs-106 every day and maintains them for 30 days. Contact the BRM if electronic records require restoring. Delete records when the disposition occurs. For records with a yearly cutoff, transfer the records to the inactive files, maintain until the disposition occurs, and then destroy. For electronic records containing sensitive information, add (FOUO) at the beginning of the primary, subfolder, and
KEESLERAFBAFGM2017-01 31 October 2017 Revision to AFI 33-322/Keesler Supplement actual folder containing the sensitive information, as applicable and password protect electronic records containing sensitive information if individuals in the access security group(s) do not have an official need to know. If the electronic records are maintained in an approved information technology system, identify the system in the location column of the inventory of records and select information technology system as the media. All personnel will manage official records electronically by default unless there is a legal requirement for paper records. 4.10.2.2. (ADDED) Paper Records. Commanders or designated RM POC(s) (as applicable) shall identify all official paper records on the inventory of records. Manage paper records in an approved paper filing system in accordance with AFMAN 33-363. Ensure paper records containing sensitive information are locked in an approved filing system and identify (FOUO) on the file folder label. Store legacy hardcopy records within an office location that allows for easy retrieval of information and identify on the inventory of records. When the record disposition has occurred, shred all paper records. Transfer prior year records with a yearly cutoff to the inactive files. After one year in the inactive files, transfer hardcopy records with a yearly cutoff (disposition of 2 years to 8 years with a volume of 1/2 cubic feet or more and 10 years to permanent any volume) to the base staging area. In accordance with AFI 33-364, Table 5-1, Note 8, units are authorized to maintain records with 2 to 8 year dispositions when the volume is less than 1/2 cubic feet in the office inactive files until the disposition occurs. 4.10.3. Commanders and designated RM POC(s) (as applicable) will complete any training as identified in AFI 33-322. In addition, commanders and designated RM POC(s) (as applicable) will complete local records management training located on the 81st Communications Squadron RM SharePoint Site (https://keesler.eis.aetc.af.mil/81msg/cs/sco/scok/rm/default.aspx). The BRM will provide an orientation for commanders and their designated RM POC(s) (as applicable). Follow the guidance in AFMAN 33-363, Attachment 6, for processing non-freedom of Information Act requests for records (records searches). When individuals are arriving or departing the unit, follow the requirement in the Air Force Electronic Records Management (ERM) Solution for coordinating on the in and out-processing checklists to ensure individuals are added/deleted from AFRIMS and access to electronic records. 4.10.4. The BRM, unit commander and designated RM POC(s) (as applicable) will use the Management Internal Control Toolset records management checklist as an ongoing assessment to facilitate effective monitoring of the records management program. Additionally, the BRM will serve as a subject matter expert on the base Wing Inspection Team (WIT) to validate the health of the organizations RM program during WIT inspections. 4.10.5. Upon receipt of a litigation hold or other records search request, the BRM will forward a copy of the request to the installation commander. AFRIMS will automatically suspense the relevant unit commander(s) and designated RM POC(s) (as applicable) for execution of the litigation hold or other records search request in accordance with AFMAN 33-363. The commanders or designated RM POCs (as applicable) will process records searches IAW AFMAN 33-363, Attachment 6, and AFRIMS instructions. 4.11. Commanders or designated RM POC(s) (as applicable) will approve the inventory of records for their unit. Ensure all official records, the correct description of the records, tables and rules, media, locations, disposition, if the records are essential and if the records are applicable to the
KEESLERAFBAFGM2017-01 31 October 2017 Revision to AFI 33-322/Keesler Supplement Privacy Act are identified on the AFRIMS inventory of records prior to approving the inventory/inventories. Do not identify electronic record subfolders on the inventory of records. 4.14. The commanders or designated RM POC(s) (as applicable) will establish a records recovery plan for unit essential records (formerly known as vital records). The plan will identify the following: (1) instructions on whom to notify immediately in case of an emergency to relate details about the nature of the emergency and the level of vulnerability of the records; (2) assembling a records recovery team to help in stabilizing the condition of the records; (3) assessing the damage to records as soon as possible after the emergency and taking immediate steps to stabilize the condition of the records so further damage will not occur; (4) consulting with contractors that provide records disaster recovery services if the damage assessment indicates the need for their expertise; (5) recovering the records and the information that they contain, or providing replacement of any lost recorded information when recovery is not feasible; (6) requesting permission from National Archives and Records Administration to destroy records not recoverable, and permission to destroy damaged records after they have been copied and (7) resuming normal business using the recovered records. Forward the plan to 81cs.scok.erm@us.af.mil (Keesler Base Records Manager on the global address list) for review and approval by the BRM. A sample records recovery plan can be located on the 81st Communications Squadron RM SharePoint Site (https://keesler.eis.aetc.af.mil/81msg/cs/sco/scok/rm/default.aspx). 5.7. All users shall protect electronic record sensitive information from unauthorized disclosure by password protecting the document or ensure only individuals with a need to know are populated into the appropriate security group(s). 5.8. All users shall maintain official electronic records with a disposition of 10 years or less on \\52mahg-fs-106. Maintain unofficial records on the unit s organization server. Maintain official paper records in an approved filing system. 6.2. (DELETE) 6.2.7. (DELETE) 6.4.1.6. (DELETE) 6.4.1.16. (DELETE) 6.5.1. (DELETE) 6.5.4. (DELETE) 6.5.5. (DELETE) 6.5.8. (DELETE) 6.5.12. (DELETE)
KEESLERAFBAFGM2017-01 31 October 2017 Revision to AFI 33-322/Keesler Supplement 6.5.13. (DELETE) 6.6.10. (DELETE) Attachment 2 (Added) (DELETE) Attachment 3 (Added) (DELETE)
BY ORDER OF THE COMMANDER HEADQUARTERS 81ST TRAINING WING (AETC) AIR FORCE INSTRUCTION 33-322 KEESLER AIR FORCE BASE Supplement 29 OCTOBER 2012 Certified Current on 22 December 2014 Communications and Information RECORDS MANAGEMENT PROGRAM COMPLIANCE WITH THIS PUBLICATION IS MANDATORY ACCESSIBILITY: Publications and forms are available for downloading or ordering on the e- Publishing website at http://www.e-publishing.af.mil. RELEASABILITY: There are no releasability restrictions on this publication. OPR: 81 CS/SCOK Supersedes: AFI33-322_KEESLERAFBSUP, 20 Jul 2007 Certified by: 81 CS/CC (Lt Col Rashóne J. Tate) Pages: 5 AFI 33-322, 4 June 2012, is supplemented as follows. This supplement implements and extends the guidance in AFI 33-322, Records Management Program, for the 81st Training Wing. This supplement applies to all Keesler AFB AETC activities and 85 EIS but does not apply to AFRC or the ANG. Ensures that all records created as a result of processes prescribed in this publication are maintained in accordance with Air Force Manual (AFMAN) 33-363, Management of Records, and disposed of in accordance with Air Force Records Information Management System (AFRIMS) Records Disposition Schedules (RDSs) located at https://www.my.af.mil/afrims/afrims/afrims/rims.cfm. Refer recommended changes and questions about this publication to the Office of Primary Responsibility (OPR) using AF Form 847, Recommendation for Change of Publication; route AF Form 847s from the field through the appropriate functional s chain of command. Attachment 1 is a glossary of references and supporting information. SUMMARY OF CHANGES This document is substantially revised and must be completely reviewed. This supplement authorizes the FARMs to approve files plans for their units. It requires FARMs maintain a consolidated listings of offices identifying ERM access, validate the listing monthly and complete the staging listing (NLT 1 Sep each year). This supplement requires RCs maintain a listing of assigned personnel identifying ERM access, forward a copy to the FARM each month, and notify the FARM when new personnel arrive or depart.
2 AFI33-322_KEESLERAFBSUP 29 OCTOBER 2012 4.5. The following commanders will appoint FARMs and forward the appointment letter to 81cs.scok@us.af.mil: 2 AF, 81 TRW, 81 OSF, 81 CPTS, 81 TRG, 333 TRS, 334 TRS, 336 TRS, 338 TRS, 81 TRSS, 81 MDG, 81 IPTS, 81 AMDS, 81 DS, 81 MDOS, 81 MDSS, 81 MDTS, 81 MSGS, 81 MSG, 81 CONS, 81 CS, 81 FSS, 81 LRS, 81 SFS, and 85 EIS. 6.2. Forward COR delegations to 81cs.scok@us.af.mil or 81 CS/SCOK. See Attachment 2 for the template. 6.2.7. RCs will complete BRM records management training and role based training within 90 days after appointment. Forward a copy of role based certificates and completed/passed role based tests for the initial and annual role based training to the assigned FARM. 6.4.1.6. FARMs are delegated the authority to approve their respective subordinate unit s files plans. 6.4.1.16. FARMs will notify the BRM (81cs.scok@us.af.mil) when CORs require access to the electronic files and provide the full name, security group, EDIPI number, and training completion dates to the BRM. 6.5.1. FARMs will complete the BRM records management and role based training within 90 days after appointment. Forward a copy of the role based training certificate and completed/passed test for the initial and annual role based training to the BRM. 6.5.4. FARMs will validate and update as needed the staging listing located on the 81 CS SharePoint (https://keesler.eis.aetc.af.mil/81msg/cs/sco/scok/rm/lists/staging%20listing/allitems. aspx) and identify records for all FARM-level and subordinate units requiring staging NLT 1 Sep each year. 6.5.5. To schedule RCs for training, FARMs will forward a copy of the RC appointment to 81 CS/SCOK or 81cs.scok@us.af.mil, upon receipt of the appointment from the COR. 6.5.8. FARMs will establish AFRIMS accounts upon receipt of appointment. The FARM will maintain the administrative portion of the AFRIMS database and ensure it is current (names of CORs and RCs with appointment and training dates, office titles, office mailing addresses, office phone numbers, organizational e-mail accounts, latest SAV dates, and status updates). 6.5.12. (Added) FARMs will maintain a consolidated listing of offices and user access to the official electronic files, validate the listing each month to ensure required personnel have access, and forward requests to remove personnel to their unit s IAO. The IAOs will forward requests to ESD for action. 6.5.13. (Added) FARMs will maintain an electronic FARM continuity folder using the attached guidelines (Attachment 3). 6.6.10. (Added) RCs will maintain a listing of personnel assigned to their office and their electronic files. Identify the individual s full name, security group, and EDIPI numbers on the listing. Validate the listing each month and forward a copy to the FARM. Notify the FARM when new personnel require access and individuals who have access leave the office.
AFI33-322_KEESLERAFBSUP 29 OCTOBER 2012 3 BRADLEY D. SPACY Brigadier General, USAF Commander, 81st Training Wing
4 AFI33-322_KEESLERAFBSUP 29 OCTOBER 2012 MEMORANDUM FOR 81 CS/SCOK FROM: (Unit/Office Symbol) Attachment 2 (Added) COR DELEGATION TEMPLATE SUBJECT: Chief of the Office of Record (COR) Delegation 1. In accordance with AFI 33-322, Paragraph 6.2, (individual s grade and full name) is delegated as the COR for (unit and office symbol as identified in AFRIMS). (Grade and Last Name) has adequate authority and a thorough knowledge of the office s mission and the records. 2. COR responsibilities: a. Responsible for the physical and legal custody of all records the office creates or receives, regardless of their physical characteristics. b. Completes initial COR role-based training upon assignment and annual role-based training. Forward the training documentation to the unit FARM upon completion of training. c. Ensures the office creates only essential records, permanently preserves valuable records, promptly stages eligible records and disposes of temporary records according to the records disposition schedules. Determines records access and enforces records management compliance. d. Ensures the office develops an AFRIMS and electronic files plan. e. Appoints a primary and alternate RC in writing and forwards to the FARM. If an RC is unavailable for more than 90 days, appoints a new RC. f. Upon appointment, provides RCs an orientation to the office to include, at a minimum, what records are created and managed by the office, location of files, office filing procedures, and vital records. g. Ensures RCs complete all required training within 90 days after appointment. h. Ensures a thorough office-wide search for all data calls. i. Ensures RCs provide written responses in AFRIMS to all SAVs findings within 30 days of receiving report, and provide written follow-up responses every 30 days until all findings are closed. j. Works with RCs to properly identify vital records and establish a restoration and disaster recovery plan for paper and electronic records. (Signature Block for Highest Ranking Individual in Office) cc: Individual
AFI33-322_KEESLERAFBSUP 29 OCTOBER 2012 5 Attachment 3 (Added) TABLE A3. FARM CONTINUITY FOLDER TAB RECORDS TABLE AND RULE A Appointments (FARMs and RCs) T33-46, R19 B Training Records (FARMs and RCs) T37-19, R17 C Orientations (CORs and RCs) T37-19, R17 D SAV Schedule T33-46, R18 E SAV Reports T33-46, R14 F Staging Listing (after all records are staged) T37-19, R17