23nd Annual BIA Alaska Region Tribal Providers Conference- Trust Services Record Presented by: Office of Trust Records

1. 23nd Annual BIA Alaska Region Tribal Providers Conference- Trust Services Record Presented by:Office of Trust Records

2. Office of Trust Records (OTR) • Office of Trust Records (OTR) was established in 1999 to Develop and implement a program for economical and efficient management of trust records in compliance with the American Indian Trust Fund Management Reform Act of 1994 and the Federal Records Act. • 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.

3. Frequently asked questions • How long should I retain records? Indian Affair program records are retained for 5 years after record cutoff. • How do I determined if a record is inactive? Record cutoff/file break is based on an activity contingency ( For example when land is placed into trust- Native Allotment files are considered inactive and ready for file transfer to the established record center.) • How do I know if I have a record? Records are information resources, in any format, that are: • Created in the course of business, • Received for action, or • Needed to document activities.

4. Frequently asked questions Cont… • What does a record keeping program look? Records+People+Processes+Tools=Program The program has: • Records, which are filed on shelving/ file cabinet. • People, like record contacts and staff member who work together to ensure records are captured. • Processes, which are documented in the procedures manual that record contact is holding. • Tools, Shelving and file cabinets, folders and labels that keep records organized.

5. Interesting facts about Records Management • Managing records sounds tedious and boring for some people. Record management is easy to judge such work is not really understood what managing records is all about. • There are several definitions of records management and each one gives a clear picture and scope of the program business function. • Lets look at some of the best descriptions.

6. About Records Management Records management, or RM practice of maintaining the records of a program from time they are created up to their eventual disposal. This may include classifying, storing, securing, and record disposition (or in some cases, archival perseveration) of records.

7. About Records Management Continued… • Records management is concerned with the evidence of a program’s activities, and usually applied according to the value of the records rather than their physical format.

8. About Records Management continued… • In the past, records management was sometimes referred only to the management of records which were no longer in every day use- called semi-current or inactive records, often stored in offsite storage. Modern usage tends to refer to the entire lifecycle of records- point of creation until record disposition.

9. About Records Management cont… • Lastly, the International Organization for Standardization , defines records management as the field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use and disposition of records. • These explanations show that records management is all about efficient and orderly method of maintaining, storing, and securing of records until record disposition.

10. About Records Management cont… • Records management is not just about collecting and keeping records, but also concerns the knowledge of which records to keep, where they must be stored, for how long they should be kept and managed, and how should have access to the data.

11. Design Records Management -Identify the vital records for the program- these are the records required by law or business purpose, which should be created, stored and finally disposed of in a consistent manner. Theses are the records that should have an emergency plan so they can retrieved during a disaster or emergency. Location of each should be noted during the process.

12. Design Records Management, Cont… Identify people responsible for creating, using and storing the vital records. -Information is important when it is time to distribute a records management guide and begin training.

13. Design Records Management, Cont… Explore the laws and policies regarding the organization's vital records. -What use and storage time frames are required for each type of record? -Identify records that must be kept indefinitely and those that can be destroyed at a later date. -Create a record disposition plan for those records with a definite end of the life cycle. - Create an archival storage plan for vital records. Exple

14. Design Records Management, Cont… Write a guide outlining the organization’s records management program -First section should include the purpose of the guide, any laws/ policy regarding the records, and staff and organization’s responsibility towards the records. -Section two should outline the procedures for record creation, use and storage and disposition. This should include the individuals or area responsible for these records.

15. Design Records Management, Cont… Add to the records management guide. Section three should outline the organization’s major records by series and location. Identify and note the disposition for each record. How will records by dispositioned and if so, how or will the records be transferred for storage. A final section should be added, listing employee training dates, record management forms, a glossary and key employee contact information. Key employees are those who are responsible for the records in the event of an emergency.

16. Design Records Management, Cont… Train the employees on the records management program. Training will ensure accuracy in filing, use and disposition of records.

17. AIRR – LenexaAmerican Indian Records Repository • Opened July 1, 2004 -AIRR contains retired Indian Affairs records. -Records from as far back as the 1700s- include trust, education and other historic Indian Affairs records. -The only Indian records not stored at AIRR are active records at DOI offices and those that have become legal property of NARA. Briefing Page 61

18. AIRR – LenexaAmerican Indian Records Repository, Cont… The facility continues to receive boxes from the field as active records become inactive. A total of over 200,000 indexed boxes had been sent to AIRR for permanent storage by the end of fiscal year 2012. In past three years, the monthly average of boxes received has been 1,157. Each standard records center box holds one cubic foot of material; one cubic foot holds approximately 2,500 sheets of paper.

19. AIRR Tribal Tours OST invites tribes to tour the American Indian Records Repository (AIRR) facility in Lenexa, Kansas. Requests to tour may be made by email or by postal mail and should contain the following information. -Requester’s name and title -Date of tour -Program office -Telephone number -Email address -List of the names of each person who will participate on the tour

20. AIRR Tribal Tours, Cont… Each tour participant must carry a valid picture ID to show to security upon entry. All participants will be asked to leave their cameras and personal cell phones with security The tour may last several hours and requires walking on mostly level surfaces through several areas.

21. AIRR Tribal Tours, Cont… Wear comfortable shoes and bring jacket because of the air conditioning! Email Request ost_otr_rm_technical_assistance@ost.doi.gov Postal Mail Request OTR Director 4400 Masthead Drive NE 4400 Masthead Drive NE Albuquerque, NM 87109

22. Briefing Page 61

23. Briefing Page 62

24. Briefing Page 62

25. Contact Information • Eric Kaiser, Alaska Region Regional Records Liaison -Office of Trust Record Program Region Phone: 907-271-1680

26. QUESTIONS??