Keep records to maintain mission security Published June 3, 2011 By Michaelann Bates Base Records Manager F. E. WARREN AIR FORCE BASE, Wyo. -- Every office creates some type of record which is used to complete their mission. Records management is typically an additional duty for most, and it is an important duty. The F. E. Warren Base Records Program, guided by Air Force Global Strike Command, can be found in the Knowledge Operations section of the 90th Communications Squadron. Every base has a Base Records Manager. His or her job is to maintain and account for all records being disposed of, maintained and stored on the base. The BRM is also here to make sure everyone is aware of the importance of records and to make sure personnel are properly trained so accidents don't happen. Each squadron has a functional area records manager appointed to make sure their office is in compliance with their records duties. The FARM is appointed in writing by the commander; their job is to be the go-between for the office and the BRM. They will go to each office and conduct staff-assistance visits every 24 months, help with the staging process and make sure all personnel are in compliance with their records training. Without the FARM, the BRM would be lost. Every office on base will have a chief of records assigned and this will usually be the NCO in charge, or supervisor of the office. They are assigned by the FARM and they are physically and legally responsible for the files in their office. The duties as COR are to make sure the office is staff assisted visit - ready, items are properly disposed of, and there is an emergency records recovery program in place in the event of a disaster, such as flood or fire. Depending on the size, an office can have up to three records custodians. The RC duties include making sure all paperwork maintained and generated in an office is listed on their file plan, all records are stored properly and all files are properly destroyed per the instructions in the Air Force Records Information Management System and the Records Disposition Schedule. The RC should become familiar with the Air Force Iinstructions and the Air Force Manuals used for the Records Program; AFI 33-322 Records Management Program and AFMAN 33-363 Management of Records. They are to make sure their training is up-to-date and their office is always in compliance and SAV ready. If an organization uses social networking sites to send out notices to their personnel regarding their job or mission, it's a record. If an e-mail regards a job or a project, it's a record. Official records, on any medium, are to be safeguarded from unauthorized destruction, and that failure to comply is punishable under the Uniform Code of Military Justice? (Per AFI 33-322, Records Management Program, paragraph 3.2.1: Up to 3 years in confinement and a fine.) Electronic records consist of e-mail, spreadsheets, databases, and Web sites; anything in a computer-readable format that is used to do a job. This is more common these days than actual paperwork, but it needs to be safeguarded the same way. Just because it's in a computer and there is no paper, doesn't mean it's any different. Electronic records management is very important in today's military and these records need to be protected the same way any paper record is protected. They need to be filed, stored and moved to protected locations within the computer system to assure safekeeping and longevity. They need to be tracked and accounted for not only by the office, but the BRM as well. More and more people are scanning their documents and keeping them on the ERM which is nice and convenient since electronic records are easier to maintain and keep track of. Sharing and locating information is easier and the psychical storage space is greatly decreased. More records can be kept on hand instead of staging them and more records can be kept on this base instead of having to ship them to the Federal Records Center for disposition. Staging a record means taking the inactive years for a record and storing it outside of the office. It is still the offices' record; it is just kept in a more secured environment. This usually happens twice a year and is mandated by either calendar year or fiscal year, whichever is applicable to the record in question. The BRM and the FARM let the offices know which records need to be staged. If no records were created for the year or years mentioned, then a memo must be done. A Standard Form 135 still needs to be accomplished to account for that year. Records are important in today's military and should be safeguarded. Records are useful for promotions, retirements and awards. People create, maintain and use records every day. It's a duty to make sure they are kept properly. It's a duty to make sure paperwork does not get into the wrong hands. It is a way of safeguarding and protecting this base.