BY ORDER OF THE COMMANDER MINOT AIR FORCE BASE AIR FORCE INSTRUCTION 33-322 MINOT AIR FORCE BASE Supplement 1 DECEMBER 2017 Communications and Information RECORDS MANAGEMENT PROGRAM COMPLIANCE WITH THIS PUBLICATION IS MANDATORY ACCESSIBILITY: Publications and forms are available on e-publishing at www.e-publishing.af.mil for downloading or ordering. RELEASABILITY: There are no releasability restrictions on this publication. OPR: 5 CS/SCXR Supersedes: AFI33-322_MINOTAFBSUP1, 10 December 2007 Certified by: 5 MSG/CC (Colonel Angenene L. Robertson) Pages: 5 This memorandum documents the Minot Air Force Base (AFB) plan to implement the AF Records Management (RM) Program in accordance with (IAW) AFI 33-322_Incorporating Change (IC) 2, Records Management Program; Air Force Manual (AFMAN) 33-363, Management of Records and AFI 33-364, Records Disposition-Procedures and Responsibilities. This instructions establishes the records management program for all subordinate units. Ensure all records created as a result of processes prescribed in this instruction are maintained IAW AFMAN 33-363 and disposed of IAW with Air Force Records Information Management System (AFRIMS) Records Disposition Schedule (RDS) located. Contact supporting records managers as required. Refer recommended changes and questions about this publication to the Office of Primary Responsibility (OPR) using the AF Form 847, Recommendation for Change of Publication; route through the appropriate functional s chain of command. SUMMARY OF CHANGES This supplement has been changed significantly and must be completely reviewed. This supplement provides guidance to effectively manage records at Minot AFB. It expands on the roles and responsibilities defined in AFI 33-322, IC-2.
2 AFI33-322_MINOTAFBSUP 1 DECEMBER 2017 4.5.1. (Added) 5th Bomb Wing (5 BW) and 91st Missile Wing (91 MW) commanders may designate, via email or memo, to the base records manager (BRM), a primary and alternate point of contact (POC) to manage the RM program within their wing staff. 4.5.2. (Added) Group and/or squadron commanders, to include tenant units, may designate, via email or memo, to the BRM, a primary and alternate POC to manage the RM program in their unit(s). 4.10.2. (Added) Electronic records, identified on the inventory, will be maintained in the Minot AFB official Electronic Records Management (ERM) structure (wing/group/squadron/office) on the designated storage area network. File copies of records maintained for reference purposes or sharing and working documents in the office s own designated shared location, with proper permissions applied. 4.10.3. (Added) Commanders and/or designated POC(s) will receive RM training conducted by the BRM. Commander or designated POC(s) provide training to the personnel in their unit. Individuals out-processing from the base will coordinate with their supervisor to ensure official records are maintained in the office. 4.10.4. (Added) The BRM, unit commander or personnel designated by the unit commander will ensure Management Internal Control Toolset (MICT) is being utilized as an on-going assessment to facilitate effective monitoring of a unit s records management program. 4.10.5.1. (Added) Upon receipt of a litigation hold or other records search request, the BRM will forward a copy of the request to the installation commander s executive staff and the relevant unit commander and/or POC for execution IAW AFMAN 33-363. 4.10.5.2. (Added) Commander and/or designated POC will task users to search all paper, nonelectronic (i.e., shared drives, BRM ERM server, etc.) and electronically stored information within their area of responsibility to include official records in file plans, active and inactive records, external electronic media, desktops/laptops, and any other information systems used by the organization to process records and identified on the file plan/inventory, to include those transferred for short and long-term storage in base staging or offsite at a Federal Records Center (FRC) which users reasonably expects to contain information responsive to the search request and litigation hold. 4.10.5.3. (Added) Commander and/or designated POC shall identify any proprietary/organizational information systems that may contain relevant information and direct the respective program manager for each system to conduct a search using the criteria identified in the search. 4.10.5.4. (Added) Commander and/or designated POC shall notify all unit personnel who may have relevant information of the search request and ensure all tasked personnel perform thorough searches and provide appropriate responses. Assist personnel with preserving and collecting information, including Extremely Sensitive Information (ESI). 4.11. (Added) Ensure records identified on the inventory sufficiently document the function, organization, administration, policies and procedures. 5.1. (Added) Provide office orientation and internal training to newly assigned personnel on proper maintenance of hard copy and electronic filing procedures. 6.4.1.6. (Added) Creates/modifies AFRIMS account for the designated POC(s).
AFI33-322_MINOTAFBSUP 1 DECEMBER 2017 3 6.4.1.12. (Added) Directs unit POC(s) to conduct non-freedom of Information Act (FOIA) records management data calls and record searches upon receipt of an official request from the Command Records Management (CRM) or Agency Records Manager (ARM). 6.4.1.19. (Added) Reviews the performance work statements (PWS) of new and revised contracts to ensure inclusion of the current RM statement. 6.5. (Added) Unit Points of Contact. Serves as the POC for and monitors the records management program on behalf of the commander. Shall have knowledge of the categories of records created and used by the units under his/her functional area. Serves as the liaison between the unit and the BRM. 6.5.1. (Added) Accomplish initial training with BRM within 60 days of appointment and maintains proficiency by completing the annual role-based training in ADLS. 6.5.2. (Added) Creates and maintains the unit inventory in AFRIMS; accounts for all file locations both physical and electronic. Presents inventory to Commander for review and acceptance. 6.5.3. (Added) Notifies the BRM of offices under the unit-level who have justification for maintaining a separate inventory. 6.5.3.1. (Added) Designated POC(s) must be appointed to manage the separate inventory. 6.5.4. (Added) Requests appropriate ERM network permissions for the office users. If POC does not have the capability, send an email to the BRM with a list of users requiring access and the type of access each user needs (i.e., read only or modify). 6.5.5. (Added) Consults with the BRM as necessary on problems that affect creating, maintaining, using and disposing of records. 6.5.6. (Added) Responds to questions from general users on records requirements, AFRIMS and/or RDS. 6.5.7. (Added) Guides and assist users in maintaining and disposing of records. 6.5.8. (Added) Promptly and properly transfer eligible records to the base staging area. Create the Standard Form (SF) 135, Records Transmittal and Receipt, utilizing the staging module in AFRIMS in coordination with the BRM. 6.5.9. (Added) Serve as the BRM s focal point for a squadron s records related staff assistance visits or inspections to include self-inspections using MICT or other installation-level records inspections. 6.5.10. (Added) Notify and assist offices in conducting non-foia records management data calls and records searches, document actions taken in AFRIMS, and report findings to the BRM. 6.5.11. (Added) POCs will serve as the unit Privacy Monitor unless otherwise designated by the organizational Commander. Reference AFI 33-332, Air Force Privacy and Civil Liberties Program. 6.5.12. (Added) POCs will serve as the unit Freedom of Information Act (FOIA) Monitors unless otherwise designated by the organizational Commander. Reference DOD 5400.1- R_AFMAN 33-302, Freedom of Information Act Program.
4 AFI33-322_MINOTAFBSUP 1 DECEMBER 2017 6.6. (Added) Office Leadership. Defined as the OIC, Superintendent, Section Chief, or NCOIC and who is accountable for an offices work products and decisions. 6.6.1. (Added) Provides input and makes recommendations to the Commander in evaluating and determining which records are included on the Commander s Inventory of Records and providing oversight of the record(s). MATTHEW R. BROOKS, Colonel, USAF Commander, 5th Bomb Wing
AFI33-322_MINOTAFBSUP 1 DECEMBER 2017 5 Attachment 1 GLOSSARY OF REFERENCES AND SUPPORTING INFORMATION References AFI 33-322, Records Management Program; 4 June 2012 AFMAN 33-363, Management of Records, 1 March 2008 AFI 33-364, Records Disposition--Procedures and Responsibilities, 22 December 2006 Adopted Forms AF Form 847, Recommendation for Change of Publication SF 135, Records Transmittal and Receipt Abbreviations and Acronyms ADLS Advanced Distributed Learning System AFB Air Force Base AFMAN Air Force Manual AFRIMS Air Force Records Information Management System ARM Agency Records Manager BRM Base Records Management ESI Extremely Sensitive Information ERM Electronic Records Management FOIA Freedom of Information Act FRC Federal Records Center IAW In accordance with IC Incorporating Change MICT Management Internal Control Toolset OPR Office of Primary Responsibility POC Point of Contact PWS Performance Work Statements RDS Records Disposition Schedule RM Records Management SF Standard Form