https://armypubs.army.mil/epubs/DR_pubs/DR_a/ARN44380-PPM_CIO-080-000-WEB-1.pdf
DEPARTMENT OF THE ARMY
CHIEF INFORMATION OFFICER
107 ARMY PENTAGON
WASHINGTON DC 20310-0107
ISES-GOV-RM-080
ISES-RMZ (25-1i) 14 July 2025
MEMORANDUM FOR SEE DISTRIBUTION
SUBJECT: Army Records Management for Decommissioning Systems
1. References. See enclosure.
2. Purpose. To establish guidance for records contained within decommissioning Army
systems.
3. Background.
a. All electronic information generated by or contained in an information system (IS)
or other information technology (IT) source, created or received during the conduct of
business/electronic commerce, must be preserved according to a records retention
schedule.
b. An IS, application, or digital collection is a structured set of tools and resources
designed to gather, store, process, update, use, share, send, display, manage, and
distribute information. This can be done either automatically or manually, following
specific procedures.
4. Guidance.
a. Data Stewards within Offices of the Headquarters Department of Army Principal
Officials, Army Commands, Army Service Component Commands, and Direct Reporting
Units are responsible for ensuring information systems or electronic collections
developed, acquired, or provided by the Army, that contain records are managed in
accordance with 36 CFR 1236.14.
b. System owners and application developers will design and implement migration
strategies to counteract hardware and software dependencies of electronic records
whenever the records must be maintained and used beyond the life of the information
system in which the records were originally created or captured.
c. Data Stewards will coordinate with owners of decommissioned systems to ensure
adherence to retention policies and proactively plan the secure transfer and storage of
records in a new system or environment before the current system is retired.
ISES-RMZ (25-1i)
SUBJECT: Army Records Management for Decommissioning Systems
d. System Owners should carry out upgrades of hardware and software in such a
way as to retain the functionality and integrity of the electronic records created in them.
Retention of record functionality and integrity requires:
(1) Retaining the records in a usable format until their authorized disposition
date. Migration should include conversion of records, ensure that the authorized
disposition of the records can be implemented after conversion.
(2) Any necessary conversion of storage media to provide compatibility with
current hardware and software.
(3) Maintaining a link between records and their metadata through conversion or
migration, including capture of all relevant associated metadata at the point of migration
(for both the records and the migration process).
e. Ensure that migration strategies address non-active electronic records that are
stored off-line.
5. Review. The Army Records Management Directorate (ARMD) will review this
memorandum annually for potential changes to the guidance.
6. Points of contact:
a. CIO Policy Inbox: usarmy.pentagon.hqda-cio.mbx.policy-inbox@army.mil.
b. Ms. Joyce Luton, ARMD Director at phone (520) 673-3981 and
email joyce.luton2.civ@army.mil.
Encl LEONEL T. GARCIGA
Chief Information Officer
DISTRIBUTION:
Principal Officials of Headquarters, Department of the Army
Commander
U.S. Army Forces Command
U.S. Army Training and Doctrine Command
U.S. Army Materiel Command
U.S. Army Futures Command
U.S. Army Pacific
U.S. Army Europe and Africa
(CONT)
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ISES-RMZ (25-1i)
SUBJECT: Army Records Management for Decommissioning Systems
DISTRIBUTION: (CONT)
U.S. Army Central
U.S. Army North
U.S. Army South
U.S. Army Special Operations Command
Military Surface Deployment and Distribution Command
U.S. Army Space and Missile Defense Command/Army Strategic Command
U.S. Army Cyber Command
U.S. Army Medical Command
U.S. Army Intelligence and Security Command
U.S. Army Corps of Engineers
U.S. Army Military District of Washington
U.S. Army Test and Evaluation Command
U.S. Army Human Resources Command
U.S. Army Corrections Command
Superintendent, U.S. Military Academy
Commandant, U.S. Army War College
Director, U.S. Army Civilian Human Resources Agency
Executive Director, Military Postal Service Agency
Director, U.S. Army Criminal Investigation Division
Director, Civilian Protection Center of Excellence
Superintendent, Arlington National Cemetery
Director, U.S. Army Acquisition Support Center
CF:
Principal Cyber Advisor
Director of Enterprise Management
Director, Office of Analytics Integration
Commander, Eighth Army
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