INDIAN AFFAIRS RECORDS MANAGEMENT MANUAL



The Indian Affairs Records Management Manual (IARMM) was created by the Office of Trust Records (OTR), Division of Records Management Policies, Procedures and Training, to promote the management of a nationwide records program that conforms to the legal obligations of the trust relationship between the Federal government and American Indians. OTR is part of the Office of the Special Trustee for American Indians (OST), Office of the Secretary. OTR was established under the authority of the American Indian Trust Fund Management Reform Act of 1994, Pub. L. 103-412, (25 USC 4001 et. seq.).

The Director of OTR reports to the Deputy Special Trustee - Program Management in OST, and is responsible for managing records programs consistent with requirements set forth in 44 USC Chapter 31, for Indian Affairs (Bureau of Indian Affairs (BIA), Bureau of Indian Education (BIE), Assistant Secretary - Indian Affairs, and OST). OTR also manages the Department’s fiduciary trust records in concert with OST; AS-IA; BIA; Office of Natural Resources Revenue (ONRR); Bureau of Land Management (BLM); and the Office of Hearings and Appeals (OHA). OTR coordinates its activities with offices and agencies such as the Office of the Solicitor (SOL), the National Archives and Records Administration (NARA), the Department of Justice, and the Office of Management and Budget. The Director, OTR, serves as the Department’s designated official responsible for authorizing access to Indian trust records at the American Indian Records Repository (AIRR).

The IARMM follows an established method of numbering according to Chapters and Sections. The format for the IARMM was established by OTR. The IARMM contains records management policies and procedures, and is being revised in its entirety. As each Section is published an issuance date will be entered to the right of the title. The IARMM is currently unavailable.

For questions or comments regarding the IARMM, please submit an inquiry via e-mail to: ostpolicy_and_directives@ost.doi.gov.


Chapters and Sections
Title of IARMM Section
Issuance Date
Chapter 1
General Policies and Objectives
 
Section 1.1
Revisions to the IARMM
 
Section 1.2
Privacy Act
 
Section 1.3
Records Schedule
 
Section 1.4
Records Management Program Policy
 
Section 1.5
Records Management Roles and Responsibilities
 
Chapter 2
Recordkeeping Requirements
 
Section 2.1
Recordkeeping Requirements
 
Section 2.2
Creating and Receiving Records
 
Section 2.2.1
Permanent vs. Temporary Records
 
Section 2.2.2
Record Freezes
 
Section 2.2.3
Compact-Contract Tribal Records  
Section 2.3.1
Filing System
 
Section 2.3.2
Safeguarding Records
 
Section 2.4.2
Removal and Destruction of Records
 
Section 2.4.3
Tribe-Consortium Records Move
 
Chapter 3
Vital Records Program
 
Section 3.1
Vital Records Plan
 
Section 3.3  Records in Jeopardy
 
Chapter 4
Records Disposition
 
Section 4.1
Transfer of Records
 
Section 4.2
Conducting On-Site Research of Federal Records
at the American Indian Records Repository (AIRR)
 
Section 4.3
Research Requests-Retrieval of Tribal Records from AIRR
 
Section 4.4
Managing and Handling Records at AIRR
Revoked 12/08/14
Section 4.5
Research Request of Federal Records Stored at AIRR
 
Chapter 5
Site Assessments
 
Section 5.1
Site Assessments
 
Chapter 6
Records Management Training and Technical Assistance
 
Section 6.1
Records Management Training
 
Section 6.2
Records Management Technical Assistance
 
Section 6.3  Withdrawal of Permanent Inactive Records  
Chapter 7
Electronic Records
 
Section 7.1
Electronic Records
 
  Definitions