OST's Office of Trust Records (OTR) was established in 1999 to develop and implement a program for the economical and efficient management of trust records in compliance with the American Indian Trust Fund Management Reform Act of 1994 (Public Law 103-412) and the Federal Records Act (44 U.S.C. Chapter 31 Records Management by Federal Agencies). The OTR records management program was developed, implemented, and continues to evolve to ensure that Indian records are maintained, records retention schedules are consistent with program needs, and records are safeguarded throughout their life-cycles.
The Director of OTR, also referred to as the Records Officer, reports to the Deputy Special Trustee for Program Management and is responsible for management of OST and Indian Affairs records programs, consistent with requirements set forth in the Federal Records Act. OTR provides records management services to OST and Indian Affairs. Indian Affairs is comprised of the Assistant Secretary-Indian Affairs (AS-IA), the Bureau of Indian Affairs (BIA), the Bureau of Indian Education (BIE), and the Office of Justice Services (OJS). OTR also provides services to other Department of the Interior bureaus and offices that create Indian trust records: the Bureau of Land Management (BLM), the Office of Hearings and Appeals (OHA), the Office of Natural Resources Revenue (ONRR), the National Business Center (NBC), and the Office of the Solicitor (SOL).
There are two OTR divisions: Division of Records Management Policies, Procedures, and Training (DRMPPT) and the Division of Records Management Operations (DRMO).
Pictured left to right: Yolanda Montoya (Program Analyst), Michelle Tenorio (DRMPPT Division Chief), Karen Foster (OTR Director), Benedict David (Northern and Southern Field Staff Supervisor)
INDIAN AFFAIRS RECORDS MANAGEMENT MANUAL (IARMM)1.1 Revisions to the IARMM, 10-09-2015 1.2 Privacy Act, 03-06-2009 1.3 Records Schedule, 10-09-2015 1.4 Records Management Program Policy, 10-09-2015 1.5 Records Management Roles and Responsibilities, 10-09-2015 2.1 Recordkeeping Requirements, 10-20-2015 2.2 Creating Receiving Records, 10-20-2015 2.2.1 Permanent and Temporary Records, 10-20-2015 2.2.2 Record Freezes, 10-20-2015 2.2.3 Compact-Contract Tribal Records, 10-20-2015 2.3.1 Filing System, 10-20-2015 2.3.2 Safequarding Records, 10-20-2015 2.4.2 Removal and Destruction of Records, 3-16-2017 2.4.3 Tribe-Corsortium Records Moves, 06-08-2010 2.4.4 Reporting of Missing and Illegal or Accidental Destruction of Records, 05-19-2017 3.1 Vital Records, 09-29-2015 3.3 Records in Jeopardy, 09-29-2015 4.1 Transfer of Active/Inactive Records, 10-26-2016 4.2 Conducting On-Site Research of Federal Records at AIRR, 10-26-2016 4.3 Research Retrieval of Tribal Records from AIRR, 5-5-2017 4.5 Research Requests for Federal Records Stored at AIRR, 3-16-2017 4.6 Withdrawal of Inactive Probate Records, 10-26-2016 5.1 Site Assessments, 10-09-2015 6.1 Requesting Records Management Training, 10-09-2015 6.2 Requesting Records Management Technical Assistance, 10-09-2015 7.1 Electronic Records, 11-19-2010 Glossary, 11-17-2009 Memo Interim Final Policies Procedures, 12-29-03