AR 25-50 sets the standard for how the U.S. Army creates, stores, and disposes of official records

Army Regulation 25-50 is the Department of Defense directive that governs records management across all Army installations, commands, and offices. It establishes the rules for what counts as an official record, how long records must be kept, who is responsible for maintaining them, and when they can be destroyed. The regulation applies to records in any format — paper, email, digital files, photographs, and audio recordings.

The regulation exists because the Army, like all federal agencies, must comply with the Federal Records Act. That law requires agencies to preserve records of government business for the periods specified by the National Archives and Records Administration (NARA). AR 25-50 translates those federal requirements into specific procedures that Army personnel and civilian employees must follow.

If you work for the Army, manage Army records, or need to understand what the Army is required to keep, this regulation determines what happens to documents and files in your office. It also affects how long you can expect records to be available if you request them through official channels.

Key Takeaways

  • AR 25-50 requires Army offices to classify records by type and follow retention schedules set by NARA, which specify how many years each category must be kept.
  • Army personnel are responsible for identifying what counts as an official record versus personal or non-record material, and for not destroying records before their retention period ends.
  • Records must be stored in a way that protects them from loss, damage, or unauthorized access, whether they are stored on paper, in filing systems, or in digital databases.
  • The regulation requires each Army command to designate a Records Manager who oversees compliance and ensures records are transferred or destroyed according to schedule.
  • Violations of AR 25-50 — such as destroying records before the retention period expires — can result in disciplinary action and may obstruct investigations or legal proceedings.

What Counts as an Official Army Record Under AR 25-50

Not every document created in an Army office is an official record. AR 25-50 defines a record as documentary material that is made or received by the Army in connection with official business and is preserved as evidence of that business. This includes emails, memos, reports, contracts, photographs, maps, databases, and meeting notes — but only if they document decisions, actions, or transactions that are part of Army operations.

Personal materials, drafts that are not finalized, and copies kept only for convenience do not count as official records. A soldier's personal diary, a rough draft of a memo that was later revised and filed, or a photocopy of a document kept in a desk drawer for reference are not official records under the regulation. The distinction matters because only official records are subject to retention requirements and legal holds.

The challenge in practice is that the line between a record and non-record material is not always clear. An email thread about a decision may be a record, but a casual email asking for information may not be. AR 25-50 requires each office to have a Records Disposition Schedule — a document that lists the types of records that office creates and specifies how long each type must be kept. That schedule is the tool used to determine what is a record and what is not.

Retention Schedules and How Long Records Must Be Kept

AR 25-50 does not set a single retention period for all Army records. Instead, it requires offices to follow retention schedules developed by NARA in consultation with the Army. These schedules vary by record type. A personnel file might be kept for 75 years after the person separates from the Army. A routine administrative memo might be kept for only 3 years. A contract might be kept for 6 years after completion plus the life of the contract.

The retention schedule for your office is usually maintained by your Records Manager or by a central records office at your installation. If you create or receive a document, you are responsible for knowing which retention schedule applies to it. Destroying a record before its retention period ends is a violation of the regulation and federal law, even if you believe the document is no longer useful.

Some records are marked with a legal hold, which means they must be kept longer than the normal retention schedule because they are needed for litigation, an investigation, or a Freedom of Information Act (FOIA) request. When a legal hold is in place, the normal retention schedule is suspended, and the record must be kept until the hold is lifted.

Storage, Access, and Protection of Records

AR 25-50 requires that official records be stored in a way that protects them from loss, theft, damage, or unauthorized access. For paper records, this typically means filing cabinets or find storage areas with limited access. For digital records, it means storing them in approved databases or file systems with access controls and backups.

Records that contain sensitive information — such as personnel data, medical information, or classified material — must be stored with additional security measures. The regulation requires that records be organized in a way that allows them to be located and retrieved when needed, whether for routine business, a legal request, or a FOIA request.

Each Army office is required to maintain a Records Management Plan that describes how records are created, stored, and disposed of. This plan must be reviewed and updated regularly. The plan identifies who is responsible for records in each section of the office and what procedures are in place to may support compliance with AR 25-50.

The Role of the Records Manager and Command Responsibility

AR 25-50 requires each Army command to designate a Records Manager who is responsible for overseeing records management in that command. The Records Manager develops and maintains the Records Disposition Schedule, trains personnel on records management procedures, conducts audits to may support compliance, and coordinates with NARA and the Army Records Management office.

The Records Manager is also responsible for ensuring that records are transferred to the Army's central repository or to NARA when their retention period ends, or destroyed according to schedule if they are not scheduled for permanent retention. The command's senior leader — usually the commander or director — is ultimately responsible for ensuring that records management procedures are followed throughout the command.

If you work in an Army office, you are responsible for following the records management procedures established by your Records Manager. This includes not destroying records before their retention period ends, storing records securely, and reporting any records that may have been lost or improperly destroyed.

Consequences of Not Following AR 25-50

Violations of AR 25-50 can result in disciplinary action, including reprimand, suspension, or removal from federal service. The consequences are more serious if the violation involves destroying records that are subject to a legal hold or that are needed for an investigation or legal proceeding. Destroying such records can constitute obstruction of justice or violation of federal records laws.

Beyond individual discipline, violations can damage an organization's ability to defend itself in litigation, respond to FOIA requests, or conduct internal investigations. If records are destroyed before their retention period ends, the Army may be unable to locate documents needed to support a decision, defend a contract, or respond to a complaint.

The regulation also requires that any loss or improper destruction of records be reported to the Records Manager and documented. This creates a record of the violation itself, which can be used in any subsequent investigation or disciplinary proceeding.

How AR 25-50 Relates to FOIA and Legal Holds

When a FOIA request is made for Army records, the office receiving the request must search for responsive documents according to the records management procedures established under AR 25-50. If records have been properly maintained and organized according to the regulation, the search is more efficient and complete. If records have been lost or improperly destroyed, the Army may be unable to respond fully to the request.

When a legal hold is issued — because litigation is anticipated, an investigation is underway, or a FOIA request has been made — AR 25-50 requires that all potentially responsive records be preserved, even if their normal retention period would have expired. The Records Manager must may support that personnel understand the scope of the hold and do not destroy any records that might be covered by it.

Failure to preserve records subject to a legal hold can result in sanctions by a court, including default judgment against the Army or adverse inferences that the destroyed records would have supported the other party's case. For this reason, legal holds take precedence over normal retention schedules.

Frequently Asked Questions

What should I do if I'm not sure whether a document is an official record?

Ask your Records Manager or the person in your office responsible for records management. They can review the document and tell you whether it meets the definition of an official record and, if so, what retention schedule applies to it. Do not destroy the document until you have confirmation that it is not a record.

Can I delete emails from my Army email account?

Only if they are not official records. Emails that document decisions, actions, or transactions are official records and must be kept according to the retention schedule for that type of record. Your Records Manager can tell you which emails in your account are records and which can be deleted. Many Army offices now use email management systems that automatically explore retention schedules to emails.

What happens if records are lost or damaged?

You must report the loss or damage to your Records Manager when ready. The Records Manager will document what happened and may conduct an investigation to determine whether the loss was due to negligence or violation of the regulation. Depending on the circumstances, disciplinary action may follow.

How long does the Army keep personnel records?

Personnel records are typically kept for 75 years after a person separates from the Army, though some categories may be kept longer. The exact retention period depends on the type of record and the person's status. Your Human Resources office or Records Manager can tell you the retention period for a specific personnel record.

Can I request to see Army records about myself or another person?

You can request records through the Freedom of Information Act (FOIA) or, if the records are about you, through the Privacy Act. The Army will search for responsive records according to its records management procedures. The time it takes to respond depends on how many records exist, how they are organized, and whether any information must be withheld for legal or security reasons.