Getting Started with ARIMS

To Login to your ARIMS Account

Go to https://www.arims.army.mil/ARIMS/Login.aspx 

Once at the home page, click "Login with CAC" located in the center of the page.

On the next screen verify your credentials and click "Ok" and enter your PIN.

 

A pop up will come up before you can access the Home Page asking for your Sponsor's Name


An ARIMS/ARIMS-C sponsor must:
     Be registered in AKO/AKO-S under the same UIC where records you submit to ARIMS are to be assigned. ARIMS will be using your sponsor's UIC for your UIC.

     Be authorized to grant the applicant privileges to submit, retrieve and open/read the records within ARIMS commensurate with their approved ARIMS access level (for example, AOs can read all records within their UIC/unit level, except those subject to the Privacy Act).

     Possess a "Full" account in AKO/AKO-S. These include Active Army (M), Army Reserves (RE), National Guard (NG), Dept of the Army Civilian (DA), or Non-appropriated Funds DA civilian (NF).

 

• Enter the AKO/AKO-S username of a valid ARIMS sponsor, for example: john.a.doe.
• Click "Submit".
• An email requesting sponsorship will be sent to the individual whose AKO/AKO-S username was entered.
• When the sponsor completes the on line sponsorship agreeing to the terms and conditions of sponsoring you as an ARIMS user, you will receive an email notification that your account has been activated.

• Next will be the home page. Once here click on my account tab located on the top bar 3rd from last tab.
• This will be your account overview. Ensure all your information is correct. The Office Symbol shown should be
your own, if it is correct click "Submit"
• If there are any questions regarding what office symbol to utilize ask your Unit/CO/Office Record Coordinator or Commander. DO NOT arbitrarily make one up.
• If This information is not correct follow the next steps.

Click the "manage" tab on the top tool bar.

Select "manage access request" located on the top left hand of the side bar.

On the next page select "unit access request" located in the middle of the page to the right. It's written in blue font.

After you have selected this, you should see a page with 4 dropdown menus.

You will need to know the following: ACOM, UNIT, Office Symbol, Role, and Reason for request.

  • An appointment letter can be uploaded, though only required for RM and above access.
  • Note: The UIC list contains every UIC in the selected ACOM, first look by Unit number, then if not found by the beginning characters of the UIC.

Once you have filled in all fields, click "submit".

The request will be sent to the State Records manager for approval for all Roles below Records Manager. Records Managers, Indexers and FOIA Officers will be sent to NGB for Approval.

Once approved, you will need to go back in and verify the change.

 

This allows the User to:

Conduct Searches

Create/update Office Records List (ORL)

Create and print hardcopy folder labels

Create Electronic folders

Utilize the BAT to organize/ upload electronic files to the Army Electronic Archive

• Mandatory Requirement
• Created by Action Officers
• Approved by Records Manager


Every Detachment, Company, BN or (AA entity),and MACOM to include federal or joint state/federal offices in the Joint Forces HQ are required to submit for approval an ORL for that unit/office.

Only one ORL may be created per office symbol, per year. There are three ways to create an ORL.

You may create one from scratch, meaning you select each individual record instruction to add to your ORL.

You may use the Template Library function, which is a template of an ORL that can be created with series and sub-series already added.

You may copy an existing ORL and add or delete instructions as needed. (This is the preferred option when an existing ORL is already established.)

  • ORLs should be built based on office mission/function - What is your prescribing regulation(s) or directive(s)?
  • They typically contains 4-5 records series per office symbol.
                    

If creating a brand new ORL:

 

 

1. Click ORLs & Folders Tab

 

 

2. Verify Office Symbol is correct

 

 

3. Name ORL and select year

 

 

4. Click Create ORL

 

To add record instructions (or categories) for the type of documents you will be archiving, navigate to the ORLs & Folders Tab.

      1. Click on List ORLs

     2. Verify Unit and Office Symbol is correct and click Submit

     3. Click on name of ORL you wish to add to

     4. Select Edit (A new window will pop up)


From the new window that popped up. Select Add Record Instructions.
1. Select the series, sub-series, and duration needed.
     a. It's highly encouraged to research beforehand what you need to streamline the  process  and reduce workload.
2. Click Submit Search
3. Check the box next to your selection and press submit


Once you've added the record instructions you wanted select Submit as Proposed.
That sends a notification to your Records Manager for review and approval.
The final step is to add the final piece which is folders, where records will be stored

♦ Parent folders contain only AO (child) Folders, no isolated documents

♦ Record folders contain one or more documents, but no folders

♦ Privacy Act folders are record folders only accessible to the owner of the folder

 

This screen allows you to create multiple electronic or hard  copy folders at one time. To create folders, enter the folder names, one per line, into the Names field and click the Add Folder button. All folders that are created will be identical except for the name: they will be based on the same record instruction from the same ORL and in the same year. They will all be in the same Special Collection, if applicable.

A folder may be removed from the creation list by clicking Delete before clicking the Submit button. Once all folders have been added, click submit to create the folders and to print labels for any hard copy folders that were created.

If you have multiple hard copy records that will occupy more than on folder, use the Multi-part check box and enter the total number in the Count: field.

Under the same ORLs & Folders Tab, select Folders on the left hand side.
     1. Verify office symbol is correct.
     2. Select the ORL, series, sub-series, and duration for where you want to create a folder.
     3. On the record instruction drop down, select whatever item best describes the type of document you are storing.
     4. Once selected it will automatically set a retention period.
     5. Name folder to match what you're putting in there (i.e. if general correspondence is selected, a folder you would create is "Emails")
          a. Note: Each line of text in this box is a new folder name, you can create multiple folders under one record instruction.
     6. Make sure Electronic is checked ( there should be no hard copy folders made) and select whether the record is going to be stored by Fiscal Year or Calendar Year.
     7. Click Add Folder
     8. Repeat if creating multiple folders, it's a lot easier to create multiple folders in the same instance so try and have a list of the type of documents you are storing.
     9. Once all folders are created, Click Submit.

  • Is a secure transfer tool between ARIMS website, AEA, and an information system.
  • Is download compatible with 32 and 64 bit OS.
  • Only transmits a COPY of 6+ and permanent records to the AEA.
  • Can be run anytime and as often as needed.

NOTE: When permanent records are converted to electronic format, the hard copy must still be forwarded to NARA through the Federal Records Center.

Go to the UPLOAD Tab and select either the 32-Bit or 64-Bit Version (File System) option - Depending on your access and computer's capabilities.

This will build the folder structure built in ARIMS onto you computer.  After you add documents to these folders you can rerun the BAT and it will automatically upload any 6+ year records to the AEA.

Remember: Do not create folders within the ORL folders. Any Folder structure edits need to be made in ARIMS and then run the BAT to edit on your computer.

The AEA is a searchable archive that allows authorized users to retrieve, request access to, or request destruction of electronic records that have been uploaded via the BAT.

Access through the Search tab in ARIMS

This page allows users to search for records in the Master Index. The master index contains information on all Army records being maintained at RHAs worldwide and in the AEA.

To begin a search for records, click on the Search tab, and then click Search for Records on the left menu.

You may search using any combination of the fields available by way of the Master Index Search.


The Search Records page provides a way to search for particular records using various types of data. The page is broken down into four sections as described below.
     1. ACOM/ASCC/DRU
          • Select an ACOM/ASCC/DRU, unit, and or office symbol from the drop-down lists to narrow the search.
     2. Record Media Type
          • Click the Electronic Records or Hardcopy Records radio button to search for a particular record media type, or use the default All Records to search the whole index.
          • Use the Search In check-boxes to specify whether to search in folders, documents, or both, and provide a subject for the document you are seeking. Use the pull-down to specify whether to search for any of the words, all of the words, or for the exact phrase.
          • Use the Keyword field to enter one or more words to search for in the database (metadata) and in the actual documents in the AEA. Use the pull-down to specify whether to search for any of the words, all of the words, or for the exact phrase.
          • Use the Special Collection pull-down to select a Special [Records] Collection.
          • Click the No or Yes radio button to indicate Vital Records.
          • Enter the date range for when the record was submitted in the text fields for Date Submitted Range.
     3. 2011 & Earlier Criteria
          • Use the Record Instruction Category pull-down to select an RRS-A Category.
          • Use the Record Instruction Title field to enter a title. This field is similar to the Keyword field, but searches only Record Instruction Titles - not all fields in the database, and not documents in the AEA.
          • Select a Record Type using the checkboxes for Event, Calendar, Permanent, or Time Based to search for a particular record media type, or use the default All to search all types.
          • Use the Privacy Act Number field to select records with a designated Privacy Act number.
          • Use the Disposition Authority field to select records with a designated disposition authority.
          • Enter a Prescribing Directive to select records with a designated Army Regulation, Pamphlet, or other prescribing directive number.
     4. 2012+ Criteria
          • Use the Record Series pull-down to select a Record Series.
          • Use the Sub-series pull-down to select a Sub-series.
          • Use the Duration pull-down to select a Duration/Disposition.
          • Select NA or Yes to indicate whether it has a Privacy Act Number.

 

When you are finished specifying criteria for your search, click the Submit button.

If a record listed in the Search Results screen is a hard copy record, or if you have permission to view an electronic record listed in the screen, click on the Folder Title link to see the record details. For electronic records, you may then view the file by clicking on the document title at the bottom of the screen.

  • Search ACRS (Record series search)
  • Search Crosswalk (Detailed record series search)
  • Search for Records (By Unit)
  • Admin Search (User or Unit search)
  • List/Export (Lists updated records instructions)

This table provides detailed descriptions of all records that require ARIMS records management. 

TO INCLUDE
All unclassified Army records , including For Official Use Only (FOUO) regardless of medium. 

All classified Army records through the Secret classification. 

Top Secret records may be set up in ARIMS to simplify the management of those documents. However, regardless of how Top Secret records are managed, ARIMS Disposition Standards will be applied to them. 

The security classification of a record DOES NOT change its Retention value.

This has a quick reference and detailed search for all record instructions within ARIMS

Quick Reference includes all series and sub-series as well as the individual record instructions.

Detailed Reference has options for specific record number searches or by series, subseries, and duration.

Search for Records is a comprehensive index of all the records stored within a designated UIC and Office Symbol.

It will show every series and sub-series added within a series, as well as any 6+ and PERM records uploaded to the ARIMS servers.

0-6 duration records will not be present as they are not uploaded to ARIMS. The folders will be shown however.

The User List Search can be used to search for users by their ACOM/ASCC/DRU, Unit, Office Symbol, name or part of the name, role or account status. The User List displays all registered users at their default Office Symbol of an UIC within your chain of command. This list is helpful in finding users within an organization and viewing/editing information about a particular user.

The Unit List Search can be used to search for units by ACOM/ASCC/DRU.

This is a list of all the Record Instructions which have been changed within the past 180 days. This is based on the date that the modifications were made publicly available.

All users may view this list. Details concerning the Record Instruction are available by clicking on the Record Title.

The full list can be exported to PDF or to XML using the buttons below the data display.