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:

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 3.2
Management of Active Records Revoked 03/06/15
Section 3.3 Records in Jeopardy
Section 3.4
Management of Non-Records Revoked 03/06/15
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
Section 4.6
Request to Withdraw Permanent Inactive Probate Records
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 Reserved
Chapter 7
Electronic Records
Section 7.1
Electronic Records