BY ORDER OF THE

SECRETARY OF THE AIR FORCE

AIR FORCE INSTRUCTION 33-322

23 MARCH 2020

Incorporating Change 1, 28 JULY 2021

COMMUNICATION AND

INFORMATION

RECORDS MANAGEMENT AND

RELEASABILITY: There are no releasability restrictions on this publication.

OPR: SAF/CNZA

Supersedes: AFI33-321, 3 August 2011;

AFI33-322, 4 June 2012; AFMAN33-363; 1

March 2008; AFI33-364, 22 December 2006

This Air Force Instruction implements Air Force Policy Directive 33-3, Information Management.

Form 847, Recommendation for Change of Publication, to make comments and suggested

improvements in this instruction. The authorities to waive wing/unit level requirements in this

publication are identified with a Tier (“T-0, T-1, T-2, T-3”) number following the compliance

statement. See AFI 33-360, Publications and Forms Management, for a description of the

authorities associated with the Tier numbers. Submit requests for waivers through the chain of

command to the appropriate Tier waiver approval authority, or alternately, to the requestor’s

commander for non-tiered compliance items. A reference to an internal paragraph that contains

the authority and directions is also permitted. This instruction sets forth penalties associated with

unauthorized concealment, removal, mutilation, obliteration or destruction of records without

proper authority that are applicable to civilian and military personnel, including the Air Force

civilian and contractor employee personnel. Civilians who violate information records

management and information governance policy may be disciplined in accordance with Air Force

Instruction 36-704, Discipline and Adverse Actions of Civilian Employees. The use of the name or

mark of any specific manufacturer, commercial product, commodity, or service in this publication

does not imply endorsement by the Air Force.

Ensure all records generated as a result of processes prescribed in this publication adhere to Air

Force Instruction 33-322, Records Management and Information Governance Program, and are

disposed in accordance with the Air Force Records Disposition Schedule, which is located in the

Air Force Records Information Management System.

SUMMARY OF CHANGES

1.1. Purpose. ................................................................................................................... 5

1.2. Federal and Departmental Guidance. ....................................................................... 5

1.3. Records. ................................................................................................................... 5

Chapter 2—RECORDS MANAGEMENT RESPONSIBILITIES 9

2.1. Organizations. .......................................................................................................... 9

2.2. Formal Roles and Responsibilities. .......................................................................... 9

CHAPTER 3—MANAGING RECORDS 23

3.1. Records Maintenance Objectives. ............................................................................ 23

3.2. Air Force Records Information Management System. ............................................ 23

3.3. Inventory of Records. .............................................................................................. 23

4.2. Electronically Stored Information Management Roles and Responsibilities. ......... 31

4.3. Electronic Records Systems. .................................................................................... 31

Table 4.1. Sample of Decision Logic Table to Accompany AF Form 525. ............................. 32

4.4. Electronic Records management. ............................................................................. 34

4.5. Electronically Stored Information and the Federal Rules of Civil Procedure. ........ 34

4.6. Managing the E-File Area. ....................................................................................... 35

Figure 4.1. E-Files Directory (example). ................................................................................... 36

4.7. Records Integration. ................................................................................................. 38

4.8. Schedule Disposition. .............................................................................................. 38

4.9. Social Media. ........................................................................................................... 39

6.1. Disposing of Records. .............................................................................................. 43

Table 6.1. Retention and Retirement Standards for Air Force Activities (Records not in

Electronic form). ...................................................................................................... 44

6.2. Transferring Records to the National Archives and Records Administration. ........ 57

6.3. Transferring Records to Other Agencies and Organizations. .................................. 58

6.4. Getting Records from a Records Center, Staging Area, or Other Organizations..... 58

6.5. Restrictions on Release of Information. ................................................................... 60

6.6. Removing Records Permanently. ............................................................................. 60

6.7. Returning Borrowed Records. ................................................................................. 60

6.8. Loaning Already Borrowed Records. ...................................................................... 60

7.3. For Official Use Only Files...................................................................................... 62

7.4. Information for using Standard Form 135. .............................................................. 62

7.5. Using Archives and Records Centers Information System to ship boxes of

records to and pull boxes from a federal records center. ......................................... 62

7.6. Shipping Containers. ................................................................................................ 62

Chapter 8—AUTHENTICATING RECORDS 63

8.1. Authentication Methods for Air Force Records. ...................................................... 63

8.2. Authentication Authority. ........................................................................................ 64

Chapter 9—DISCOVERY/LITIGATION HOLD PROCESS 66

9.1. Scope. ....................................................................................................................... 66

9.2. Responsibility for Search. ........................................................................................ 66

9.3. Guidance on Search Procedures. .............................................................................. 67

9.9. Responsibilities for Lifting a Litigation Hold. ......................................................... 72

Attachment 1—GLOSSARY OF REFERENCES AND SUPPORTING INFORMATION 74

Attachment 2—RECOMMENDING CHANGES TO THE RECORDS DISPOSITION

SCHEDULE 90

Attachment 3—HOW AN AIR FORCE MEMBER CAN DETERMINE WHAT A

RECORD IS? 92

Attachment 4—GUIDE TO RECORD CENTERS, REPOSITORIES, AND THE

LOCATION OF RETIRED AIR FORCE RECORDS 94

Air Force and the public. Records are created and received by military, civilian, and contractor

personnel to document official business, serve as memory of the organization, provide a record of

past events, and serve as the basis for future actions.

1.1.1. Records management includes planning, controlling, directing, organizing, training,

promoting, and additional managerial activities involved with respect to records creation,

maintenance, use, and disposition. It involves preserving, setting up safeguards against illegal

removal, loss, or destruction of records and promptly and systematically disposing records of

temporary value. Records management is a subset of information governance, the policy-based

control of information to meet all legal, regulatory, risk, and business demands. Records

management is also a part of the information access programs, areas which involve the

records. The Air Force Records Disposition Schedule is the list of all Archives-approved

records dispositions for the Air Force.

1.3.3. Categories of Records

the Air Force Records Disposition Schedule apply regardless of physical form or

characteristics of the medium. See Notes 212, 213, and 214 in the tables and rules located in

the Air Force Records Disposition Schedule for various dispositions of temporary records

allow for media neutrality; that is, dispositions originally approved for temporary records in

hardcopy media can also be used to dispose the same type of temporary records in non-paper

same field or write memoirs. If personnel have not been maintaining extra copies of

documents, the agency may arrange to make selected, preapproved copies for them

prior to their departure. Reference section 3.5.1.1

scope of this instruction. See Air Force Policy Directive 34-1, Air Force Services, for

1.3.8. State Records. These records are created by military members, most specifically Air

National Guard members, in performance of state-funded activities and belong to the state

funding activity. When there is contention or ambiguity regarding ownership of records created

1).

environment. (T-1). Zero trust is a data and application access strategy that assumes all

resource requests originate from an untrusted source. Access is granted for each request only

after confidence – in both the user and device – is established through identity verification and

connection context attributes.

2.2. Formal Roles and Responsibilities.

2.2.1. The Air Force Chief Information Officer has overall responsibility for the Air Force

Records Management Program.

2.2.2. The Senior Agency Official (SAF/CNZ) for Records Management, appointed by the

Chief Information Officer, is responsible for ensuring the Air Force efficiently and properly

complies with all applicable records management statutes, regulations, and policies.

records, and dispose temporary records and transfer permanent records according to the

Records Disposition Schedule. (T-0). Determine records access and enforces records

management compliance.

2.2.3.2. Must coordinate with records professionals at all levels to obtain resolution of

records management issues at organizations within purview. (T-1).

2.2.5.21. Serve as the Transfer Approving Official to approve records Transfer Requests

in Electronic Records Archives.

2.2.5.24. Unless delegated, serves as the approval authority for accounts in Archives and

2.2.5.25. Serve as the Essential Records Manager in working with the Air Force

Continuity of Operations Program functional process owner per Federal Emergency

Management Agency’s Federal Continuity Directive 1 and AFI 10-208.

2.2.6. Command Records Managers. Responsible for management and oversight of Major

Command records programs. Note: For purposes of this publication, command records

managers includes agency records managers, who are responsible for management and

oversight of Field Operating Agency and Direct Reporting Unit records programs.

2.2.6.2. Ensure major commands, field operating agencies and direct reporting units

record-keeping programs comply with host base records management program guidelines

for storage, staging, retrieval, and training.

2.2.6.3. Establish and manage a training program for newly appointed base records

managers and for continuing training and education to include updating training dates in

the Air Force Records Information Management System.

provide authorized guidance pertaining to legal recognition and validity before transfer

(e.g. scanning documents) to electronic form. This includes protecting the scanned paper

records from destruction until such authorized guidance is provided.

Officer.

2.2.6.6. Provide assistance in submitting and ensuring requests for new, updated, or

Portfolio Suite (which is accessible by authorized users at the Application section of the

Air Force Portal). The command records managers and Agency Record Managers validate

proposals on information systems managed in their particular Major command, field

operating agency, direct reporting units, and affected unified and specified commands’

portfolios.

General. Command records managers can request inspections for bases under their

inspectors. Establish cross-feed procedures to ensure command units are aware of records

use of the Management Internal Control Toolset for units to self-assess their records

management status.

2.2.6.13. Develop meaningful metrics (such as using local records management plans, the

2.2.6.14. Accomplish initial training upon appointment and maintains proficiency by

completing annual role-based training.

2.2.6.15.1. Serves as the approval authority for account requests in the Archives and

Records Centers Information System for the major commands it supports.

federal records centers and owned by the major commands it supports.

Schedule to correct errors, align tables and rules with Air Force Records Officer

direction, and improve the quality of the Records Disposition Schedule. Makes

appropriate changes upon Air Force Records Officer approval.

2.2.6.15.4. Serves as records scheduler in Electronic Records Archives for submission

of a records schedule to National Archives and Records Administration for approval.

2.2.6.15.5. Develops role-based training for command and base records managers.

Periodically reviews courses to ensure content is relevant and makes changes as

needed.

2.2.6.15.6. Serves as the Transferring Official in Electronic Records Archives for the

2.2.7. Base records manager. The base records manager administers the installation records

management program. The recommended grade for the primary base records manager is

General Schedule-09 or Master Sergeant, or higher depending upon span of control. Base

records manager duties fall into three major areas: oversees installation records management

program, manages staging areas, and provides training.

2.2.7.1. Oversees Installation Records management:

implements and oversees records management in coordination with the unit

commanders across the base. (T-1).

2.2.7.1.2. Makes recommendations on records storage issues prior to purchase of

electronic transfer method.

Management System account for the commander(s). Must ensure necessary accounts

remain active—the Air Force Records Information Management System will delete

2.2.7.1.5. Shall investigate incidences of lost records and unauthorized destruction of

2.2.7.1.6. Reviews base directives and forms before publication to ensure compliance

with records management directives.

2.2.7.1.7. Provides instructions on submitting Air Force Form 525s recommending

2.2.7.1.8. Reviews documentation used to survey electronic data and records in Air

Force information systems, (Air Force Form 1341 or its equivalent such as the records

of Records Notice.

records searches, tracking the search and closing it in the Air Force Records

Information Management System. (T-1). Must coordinate with identified commanders

to conduct non-Freedom of Information Act searches for records and other information

upon receipt of a written request from a valid legal or federal authority. (T-1).

2.2.7.1.13. Coordinates on the local base disaster and recovery plan to account for the

essential records program. At a minimum, the plan will include a description of how

essential records are protected and recovered during a disaster or link to the essential

records plan. (T-1).

between the host and Air Force tenants of other major commands, other services or

Department components and non-Department of Defense agencies. The receiving

activity is responsible to assess and request support. If a support agreement is

necessary, the base records manager must work with the appropriate base organization

to modify an existing agreement or create a new one. Follow the procedures in Air

Agreements Procedures. (T-1).

installation Inspector General which is available on the Air Force portal.

directly from Wing Inspector General’s office.

2.2.7.2.2. Will provide records staging service for Air Force tenant activities, or other

department tenants as provided for in a support agreement. (T-1).

2.2.7.2.5. When records have met criteria for disposition, uses appropriate methods for

destruction.

2.2.7.2.6. Will ensure essential records maintained in the staging area are identified

and properly documented in the Air Force Records Information Management System

as to their location in the staging area. (T-1).

2.2.7.3.1. Must accomplishes initial training upon appointment and maintains

proficiency by completing the annual role-based training. (T-1).

management program. (T-1).

unique or local operating procedures or requirements.

2.2.8.1. Communicates Air Force Records Office guidance and direction to members’

program/project managers and others responsible for information technology portfolio

management data collection and maintenance; partners with them to collect and manage

data to support the Air Force Records management process in addition to Air Force

Information Technology portfolio management and other processes in Air Force

Instruction 17-110, Information Technology Portfolio Management and Capital Planning

records management process and compliance in the Information Technology Investment

Portfolio Suite system. (T-1).

2.2.8.4. Validates that program managers develop records schedule implementation

instructions and controls for their investments in order to ensure records data is protected

2.2.9. Program manager of information technology Investments. The Air Force uses portfolio

management to control its information technology investments using the mission area structure

as the common framework and lexicon for the organization of information technology

2.2.9.1. Shall ensure records data in the investment is compliant with records management

records data with a temporary disposition are destroyed in accordance with the approved

disposition schedule by manual or automated means. Ensure electronic records data having

a permanent retention are preserved for accessioning to the National Archives. If the

records data is unscheduled, do not dispose the records data until the records data is covered

by a National Archives-approved records disposition schedule. If any unauthorized

dispositions of electronic records occur from the lack of records schedule implementation

instructions and controls required for an information technology investment, this

constitutes a lost records incident and must be reported to the National Archives through

the command records manager. (T-0).

2.2.9.3. Prepares AF Form 1341 or its Air Force Records Officer-approved equivalent, to

survey the investment’s records data and system characteristics as required by this

2.2.9.4. Proposes a customized records disposition using an Air Force Form 525, or its Air

Force Records Officer-approved equivalent, if an approved, applicable records disposition

does not exist or if an existing one cannot be executed in the investment; coordinates the

Form 525 with relevant stakeholders before submission to base/unit records professionals

and finally to the Air Force Records Officer for final review and approval.

(T-1). When a new system supersedes the legacy system, migration plans include the

movement of electronic records data, including those with a permanent retention, into the

new system and include measures related to the long term preservation in accordance with

recordkeeping requirements.

National Archives-approved disposition schedule. Must maintain required hardware and

software to access records or records data until approved disposition is met. (T-1).

coordinates the Form 525 with relevant stakeholders before submission to base/unit records

professionals and finally to the Air Force Records Officer for final review and approval.

(T-1).