How2for Folders

							Dec 09                                HOW2 – ARIMS FOLDERS
                    (create, view, delete, rename, upload records, print folder labels)

After an ORL is approved, users of the office under which the ORL was created, can then create Folders
(electronic, hardcopy, or both) for the record (file) numbers (RNs) on the ORL. Folders are used to:
• Electronic: upload & store long-term/perm T(transfer) e-records
• Hardcopy: print folder labels for records still managed as hardcopy (T & K(keep local) records).

Log into ARIMS: https://www.arims.army.mil/MainPage.aspx

1. To create electronic folders into which T records will be uploaded (or see para 2 below to print labels):
   Click RM-ASSIST
    Folders
    Create Folder
      Select office symbol
       Select ORL year/name to work with
        Select a record instruction(file number & title)
         Type name of new folder (The name that goes in this box is your choice, not the name of the ARIMS file
number which is automatically added. The name should describe what is being filed in the folder (e.g., Oct-Dec R&R Rpt)
just as if you were typing a hardcopy folder label. You can abbreviate common words/terms & use well-known acronyms.
Note: When typing the folder name in this window, let the text wrap around to next line if it’s a long name because when
you hit enter, it assumes you are typing the next folder name.)

Click Add Folders & they will appear at bottom of the screen (click Delete & re-do if needed)
  Successfully Created message will display
     Repeat for the other file numbers

2. To create folders for purpose of printing labels for hardcopy folders:
Note: If you used the CREATE ORL BY COPY feature & checked the COPY FOLDERS box, then skip this paragraph &
go to para 3 below.

   Click RM-ASSIST
    Folders
    Create Folder
      Select office symbol
       Select ORL year/name to work with
        Select a record instruction(file number & title)
         Type names of new folders (The name that goes in this box is your choice, not the name of the ARIMS
file number which is automatically printed on each label. The name should describe what is being filed in the folder (e.g.,
Oct-Dec R&R Rpts). You can abbreviate common words/terms & use well-known acronyms. Note: When typing the folder
name in this window, let the text wrap around to next line if it’s a long name because when you hit enter, it assumes you
are typing the next folder name.)

             Click Hardcopy box (to print MULTIPLE labels of EACH folder name you typed in window, click the
Multi-part checkbox & enter the Count, otherwise, to print a single label for each foldername, do following:

                Click Add Folders & they will appear at bottom of screen (click Delete & re-do if needed)
                 Click Submit
                Print Label screen will display showing instructions for printing & how your label will look (for
T-records, a barcode will also print...affix it to the front flap of the folder)
                    Click Create to print labels (a .PDF is generated, put your blank labels in your printer & click File,
Print, choose printer, close out of Adobe PDF & ARIMS if done.)
3. To view the folders you created (or copied via Copy ORL screen per note in para 2 above):
   Click RM-ASSIST
    Folders
     Click List Folders
      Scroll down & the folders created (or copied via Copy ORL screen) will be visible
         Status column should show Checked Out (for hardcopy) & Open (for electronic).

Hardcopy folders are considered Checked Out while they are still in the office of record or CFA (Current Files
Area); they are Checked In once they have been transferred to a holding area/records center.

Electronic folders are Open if documents may be filed or transferred; they are Closed when all documents
have been filed or transferred and the folder is complete.
4. To delete folders (that don’t have any e-documents stored in them; or if they are hardcopy & no longer needed):
click RM-ASSIST
 Folders
   Delete Folders
    Scroll down & click the checkbox at left
      click Delete Folders

5. To Rename a folder (even if documents are stored therein):
click RM-ASSIST
 Folders
   List Folders
    click folder title you want to rename
      Scroll down & click Edit Folder Details
        Change Record Title box or special collection info
         Scroll down & click Update Folder Detail
           Close Detailed View

6. Once folders are created, users in the same office symbol can upload records to the electronic
folders & they can print labels for hardcopy folders.

7. To Upload Electronic Records into a Folder:
    Click RIPS at top
     Electronic Records

         (1) click Document Upload to upload individual records
               Make sure Office Symbol & Office Records List shows correct info
                 Choose the record instruction(file number) that applies to the records you're
                 uploading
                  Choose Folder Title
  -or-
       (2) to upload multiple records of the same file number, click Bulk Archive Tool (but first,
read the screen for install of this tool on your pc; also read the BAT Installation & Users Guide on
main ARIMS screen). Basically, the BAT loads a folder structure based on your ORL under your My Documents with
top folder named Bulk Archive (see snapshot below; this one shows only 2 file numbers because they are the only ones
coded T on the ORL (ARIMS doesn’t allow upload of K records)). After records are finalized, user saves copy to the
folder under 25-30mm or 25-30q1 in My Documents, then they log into ARIMS weekly, monthly, etc., to upload. On
subsequent uploads, ARIMS recognizes & only uploads new records added to the folders since last upload.




8. To Print Folder Labels (and barcodes) for Hardcopy Records
   Click RM-ASSIST
     Folders
      List Folders
        Click Hardcopy for folder type (if you click "view all", the checkboxes won't appear for you to select)
         Check the little box left of Folder name—this will ungray the Print Label button at bottom
           Click it & follow instructions