Shot

Video

Audio

1
00:00

FADE FROM BLACK,
DVE CG TITLE:
“Life Cycle of Indian Trust Records”
B-ROLL OF HISTORICAL RECORDS

2-SECOND CLIPS OF RECORDS IN SEVERAL OFFICES, RECORDS BEING UNLOADED AT AIRR, RECORDS BEING MOVED IN AIRR BY CART, SLOW PULL OF LONG AILES OF RECORDS

[MUSIC UP AND FADE] 
VOICEOVER: While new Indian trust records are created everyday, there are records dating back to 1800s.

This program explains the life cycle of Indian trust records—records that are managed by the Office of the Special Trustee for American Indians and the Bureau of Indian Affairs [BEAT] and maintained and preserved in the American Indian Records Repository.

2
00:20

ALIZA AT HER DESK, ORGANIZING  FILES IN A DRAWER, AND CONVERSING WITH ANOTHER EMPLOYEE AT A FILE CABINET

VOICEOVER:  Aliza works for a Bureau of Indian Affairs Realty Office. She is one of the 1,500 records contacts in B-I-A and O-S-T program offices who has been delegated responsibility as a first point of contact on records management. She provides guidance to her program staff and her manager on records management issues.

3
00:40

FILES BEING SORTED AND LABELED, AND LOW ANGLE SHOT OF PACKED BOXES

CG:

• Identifying a record from a non-record
• Identifying a trust record from a general trust record
• Filing records
• Labeling files and arrange them in an Indian Affairs Records Schedule compliant filing system
• Shipping inactive records

VOICEOVER:  Aliza’s records management training taught her:

• to identify a record from a non-record and a trust record from a general trust record
• the correct way to label file folders and arrange them in a filing system that complies with the Indian Affairs Records Schedule
• when and how to ship inactive records—those no longer needed for everyday business—to the American Indian Records Repository, which is called air [AIRR]. AIRR is located in Lenexa, Kansas.

4
01:00

ALIZA PREPARING THE MOVE PLAN PACKAGE AND INVENTORY

VOICEOVER:  When inactive records are to be sent to AIRR, a Move Plan Package, which includes an inventory of the file folders, must be prepared and approved by O-S-T’s Office of Trust Records, also referred to as O-T-R.

5
01:15

ALIZA MOVING FILES FROM DRAWERS TO BOXES; PUSH TO FILE FOLDERS CU AND SERIES NUMBERS

ALIZA REVIEWING HER PACKAGE

VOICEOVER:  To begin the process of sending inactive records to AIRR, Aliza places file folders—organized by record series number—into Federal Records Center boxes. The files are in the same order they were arranged in the filing cabinet. She doesn’t mix file folders labeled with different records series numbers within a box. Then she submits her Move Plan Package to her O-T-R Regional Records Liaison for review. 

6
01:35

ALIZA CONFERRING WITH LIAISON

VOICEOVER:  All twelve B-I-A regions have regional records liaisons who provide records contacts, like Aliza, with guidance and technical assistance.

7
01:45

LIAISON AT HER DESK REVIEWING PLAN THEN ADDRESSING IT TO GO TO THE DIRECTOR

HIGH ANGLE SHOT OF NUMBER BEING APPLIED

WS OF ALIZA INSERTING THE PLAN, TAPING AND MARKING THE BOXES

VOICEOVER:  After the regional records liaison reviews the plan and any recommended changes are made, the plan is forwarded to
O-T-R's director for final review and approval.

An O-T-R accession number is assigned to the Move Plan Package for tracking purposes and future reference.

When Aliza receives final approval, she completes the preparation of the boxes, putting the move plan package in the first box. 

8
02:00

CU FEDEX FORM BEING COMPLETED; WS OF BOXES BEING UNLOADED AT FEDEX DROP

VOICEOVER:  O-T-R uses FedEx to send the records from an office to AIRR because FedEx has a tracking system.

9
02:05

WS OF TRUCK AT LOADING DOCK AND STAFF REFERENCING  BOXES AND PLAN;
ALIZA OPENING CONFIRMATION

VOICEOVER:  O-T-R staff compare boxes received at AIRR with the Move Plan Package and inventory and then confirm with Aliza that her boxes have been received.

10
02:15

STAFF INDEXING; CU OF MONITOR SCREEN

STAFF REVIEWING SEARCH REQUESTS

VOICEOVER:  AIRR staff index the contents of each box, by document type, into the Box Index Search System. BISS is an electronic database used by AIRR to search for records for B-I-A and O-S-T customers. BISS is also used to search for records required by tribal attorneys, Department of Justice personnel and solicitors from the Department of the Interior.

11
2:35

CU TILT OF INVENTORY AND PULL TO ALIZA WITH LIST IN HAND,
SHE SWITCHES TO FORM, PUSH INTO FORM

VOICEOVER:  After they are indexed, Aliza receives a final inventory for each box of records. She also receives a National Archives and Records Administration Records Transmittal and Receipt Form, and a NARA Transfer Number, which is unique to a box of records. NARA uses this accession number to track stored boxes.

12
03:00

SLOW TRUCK SHOT OF LONG AISLE OF RECORDS

VOICEOVER:  Remember, no program records for B-I-A, O-S-T and Indian Affairs can be destroyed.

13
03:05

FADE TO CAR ENTERING UNDERGROUND, DRIVING ALONG INTERIOR ROADWAY, PULLING INTO PARKING SPACE OUTSIDE AIRR ENTRANCE;

DVE TO CONTROLS THAT SHOW TEMPERATURE

VOICEOVER:  Indexed boxes of records are stored in the AIRR facility, deep in limestone caves in Lenexa, Kansas. AIRR is a cooperative effort of the Department of the Interior and NARA. It was built to NARA archival quality standards, which means temperature, humidity and lighting are controlled to provide the least negative effect upon paper documents.

14
03:15

OTS PUSH TO SECURITY REVIEWING A FORM

VOICEOVER:  Access to AIRR, and Indian records stored there, must be approved by the O-T-R Director.

15
03:20

B-ROLL OF PERSON SIGNING IN, SHOWING ID, LEAVING ITEMS WITH GUARD, PASSING THROUGH THE DETECTOR

HIGH ANGLE EMULATING CAMERA VIEW; CUT TO PERSON LOOKING UP AT CAMERA

VOICEOVER:  Security at the entrance to AIRR is provided by a Department of Homeland Security contractor. Everyone entering and leaving must pass through the metal detector at the guard post. All visitors must show identification and sign in when entering and sign out when leaving AIRR. Surveillance cameras are used in the research areas to insure the safety of records.

16
03:35

PUSHING CART TO NARA STORAGE BAY AND RETRIEVING BOXES; CUT TO BOXES BEING USED IN HOUSE

ALIZA AT HER DESK OPENING A PACKAGE WITH COPIES OF RECORDS

PULL FROM CU OF PART OF BOX TO WS OF AISLE

VOICEOVER:  When records are not in use they are stored in NARA storage bays.
No records stored at AIRR can leave the facility. If Aliza needs records that have been sent to AIRR, she’ll receive copies of those records. In most cases, she will receive the copies within 24 to 48 hours of her request.

That’s pretty good, when you consider there are over 190,000 boxes of Indian records stored at AIRR.

17
04:00

FADE TO BLACK

[MUSIC UP AND FADES]