THE UNITED STATES OF AMERICA 1775
Headquarters
Department of the Army
Washington, DC
10 November 2022

*Department of the Army

Pamphlet 25-403

Information Management

Army Guide to Recordkeeping

By Order of the Secretary of the Army:

JAMES C. MCCONVILLE
General, United States Army
Chief of Staff

Official:

MARK F. AVERILL
Administrative Assistant to the
Secretary of the Army

History. This publication is an administrative revision. The portions affected by this revision are listed in the summary of change.

Applicability. This pamphlet applies to the Regular Army, the Army National Guard/Army National Guard of the United States, the U.S. Army Reserve, unless otherwise stated. It also applies to and Department of the Army Civilians who perform recordkeeping duties. This pamphlet applies during partial and full mobilization.

Proponent and exception authority. The proponent for this pamphlet is the Chief Information Officer. The proponent has the authority to approve exceptions or waivers to this pamphlet that are consistent with controlling law and regulations. The proponent may delegate this approval authority, in writing, to a division chief within the proponent agency or its direct reporting unit or field operating agency, in the grade of colonel or the civilian equivalent. Activities may request a waiver to this pamphlet by providing justification that includes a full analysis of the expected benefits and must include formal review by the activity's senior legal officer. All waiver requests will be endorsed by the commander or senior leader of the requesting activity and forwarded through their higher headquarters to the policy proponent. Refer to AR 25-30 for specific requirements.

Suggested improvements. Users are invited to send comments and suggested improvements on DA FormDA FormDepartment of the Army form 2028 (Recommended Changes to Publications and Blank Forms) via email to usarmy.pentagon.hqda-cio.mbx.policy-inbox@army.mil.

Distribution. This pamphlet is available in electronic media only and is intended for the Regular Army, the Army National Guard/Army National Guard of the United States, the U.S. Army Reserve, and Department of the Army Civilians.

*This pamphlet supersedes DA PamDA PamDepartment of the Army Pamphlets 25-403, dated 11 August 2008.

DA PAM 25-403 • 10 November 2022

UNCLASSIFIED

Army Guide to Recordkeeping This administrative revision, dated 14 June 2023— • Changes proponency from the Administrative Assistant to the Secretary of the Army to the Chief Information Officer (title page). This administrative revision, dated 9 February 2023— • Updates labeling procedures (para 4 – 15). This major revision, dated 10 November 2022— • Changes the title from Guide to Recordkeeping in the Army to Army Guide to Recordkeeping (cover). • Simplifies and reorganizes information in accordance with DA PamDA PamDepartment of the Army Pamphlets 25 – 40 (chap 1). • Removes detailed responsibilities and adds guidance for appointing records management officials (para 1 – 5). • Adds procedures for identifying records (fig 2 – 1). • Updates guidance for “contractor records” and strengthens the requirements for record information created by contractors (para 2 – 5). • Adds guidance for managing Federal Advisory Committee records (para 2 – 7). • Emphasizes the need to inventory records throughout the entire life cycle (fig 2 – 2). • Defines an active and inactive record (para 2 – 9). • Adds guidance for maintaining information as records (para 2 – 11). • Adds guidance for maintaining records for multiple organizations (para 2 – 13). • Provides direction for conducting an inventory (para 2 – 15). • Changes title from Managing the Various Types of Records Media to Records Management to Records Management (chap 3). • Defines the Army Records Information Management System as a multi-function website containing the records retention schedule, the Army Electronic Archives and a suite of software tools to manage Army records (para 3 – 1). • Revises relationship between record numbers and prescribing directives (table 3 – 1). • Removes example DA FormDA FormDepartment of the Army form 1613 (Records Cross Reference) (fig 3 – 1). • Adds example of a rescinded record number label (fig 3 – 1). • Adds examples of disposition codes and their meanings (table 3 – 2). • Changes title from Applying Disposition Instructions to Managing Electronic Records to Managing Electronic Records (chap 4). • Adds guidance on digital imaging (para 4 – 4). • Adds types of electronic messages (table 4 – 1). • Adds guidance for managing senior official emails under the Capstone approach (para 4 – 6). • Adds guidance for maintaining social media content (para 4 – 12). • Adds guidance for cloud computing (para 4 – 13). • Adds guidance for maintaining electronic discovery content (para 4 – 15). • Changes title from Scheduling Records to Managing Records (Media Neutral) to Managing Records (Media Neutral) (chap 5). • Changes title from The Army Records Information Management System website to Scheduling Records (chap 6). • Requires a comprehensive and clearly written migration plan be developed for new or enhanced information systems (para 6 – 3). • Changes title from Records Transfer and Retirement to Records Dispositions to Records Disposition (chap 7). • Removes sample Standard Form 135 transferring unscheduled records (fig 7 – 1). • Adds the three types of disposition instructions in Army Records Information Management System based on time, event, and time plus event (figs 7 – 1, 7 – 2, and 7 – 3 . • Adds guidance on disposing of record information with emphasis on electronic records and the media upon which it is stored (para 7 – 2). • Changes title from Procedures and Services to Records Transfer and Retirement to Records Transfer and Retirement (chap 8). • Provides detailed instructions regarding record freeze codes and adds guidance for returned/rejected records transfer requests (para 8 – 5). • Changes title from Records Disposition to Reference Procedures and Services to Reference Procedures and Services (chap 9). • Adds process to request access to the Archives and Records Centers Information System (para 9–2 b ). • Augments instructions for the activation, change, or discontinuance of a records holding area (para 10 – 1). • Changes title from Records Management Program Evaluations to Vital or Essential Records and Disaster Recovery Operations to Essential Records and Disaster Recovery Operations (chap 11). • Expands on essential records and disaster recovery operations (chap 11). • Changes title from Contingency Operation Records Collection and Preservation to Records Management Metrics to Record Management Metrics (chap 12). • Adds guidance for records management metrics (chap 12). • Provides direction for inspecting records (para 12 – 3). • Updates procedures for Wartime and Contingency Operations Records (chap 13). • Updates questions on the records management program evaluation (app B). • Changes title from “Quick Reference Guide to Documenting Operations for Deployed Units of the Army” to “Wartime and contingency operations records” (app C). • Provides a comprehensive listing of wartime and contingency record series (table C – 1). • Adds requirements for records management official appointment orders (app D). • Adds duty appointment memorandum sample of records management officials (fig D – 1). • Adds outline and example of an Essential Records Program (app E). • Changes the name from Records Management and Declassification Agency to Army Records Management Directorate (throughout). • Changes the address of the Army Records Management Directorate (throughout).