Reference Request FAQs for Customers of the Atlanta, Chicago, and Seattle FRCs

A big change is coming to reference request processing at the Atlanta, Chicago, or Seattle Federal Records Centers (FRCs). On January 20, 2009, the new Archives and Records Centers Information System (ARCIS) will be launched at these centers. ARCIS has already been successfully launched at the Philadelphia FRC.

Here is some information about what the launch of ARCIS will mean for FRC reference customers at these centers.

Question:
Can I still use the Centers Information Processing System (CIPS) to request records from the Atlanta, Chicago, or Seattle FRCs?
Answer:
No. At 4 p.m. EDT on Friday, January 16, 2009, CIPS will be shut down for Atlanta, Chicago, and Seattle FRC customers, and these CIPS users will be migrated to ARCIS.

• To request records electronically from these centers, you will need to use ARCIS, not CIPS.
  
  

Question:
Can I still use an OF 11 or agency request form to request records from the Atlanta, Chicago, or Seattle FRCs?
Answer:
Yes. However, we urge you to consider processing your reference requests through ARCIS. The new system will expedite your reference transactions and will help you to better track your records.

Question:
What if I am authorized to request records from another FRC in addition to the Atlanta, Chicago, or Seattle FRC? How will I get those records?
Answer:
ARCIS will be deployed incrementally at the remaining FRCs through October 2009 (see schedule, below). During that time, users with access to multiple centers - some of which have deployed ARCIS and some of which have not yet deployed the system - will need to work in both ARCIS and CIPS.
For example, in February 2009, if you are authorized to request records from the Atlanta FRC and the Ft. Worth FRC, you will need to use ARCIS to request records from Atlanta and CIPS to request records from Ft. Worth. Alternately, you may use an OF 11 to request records from any FRC.

Question:
When will ARCIS be deployed at other FRCs?
Answer:
ARCIS will be launched according to the following schedule:

October 14, 2008 - Philadelphia--DEPLOYED
January 20, 2009 - Atlanta, Chicago, Seattle
March 2009 - Dayton (both FRCs), Denver, Pittsfield
May 2009 - Riverside, San Bruno, WNRC
July 2009 - Boston, Ft. Worth, Lee's Summit, Lenexa
October 2009 - NPRC (St. Louis)

Question:
How do CIPS users sign up for ARCIS?
Answer:
If you currently use CIPS to request records from the Atlanta, Chicago, or Seattle FRC, you will be automatically migrated to ARCIS with the same rights you had in CIPS, and your user name and password will be e-mailed to you. Please contact the ARCIS help desk if you do not receive your login information by January 14, 2009.

Question:
How do I sign up for ARCIS if I do not currently use CIPS?
Answer:
If you are not currently a CIPS user, or if it has been more than a year since you have requested a record through CIPS, please contact the ARCIS help desk for assistance in getting an ARCIS account.

Question:
I have my ARCIS user name and password, but my login failed. Whom can I call for help?
Answer:
Please contact the ARCIS help desk for assistance logging into or using ARCIS.

Question:
I cannot get access to ARCIS, but I have an urgent request. What should I do?
Answer:
If you urgently need a record from the Atlanta, Chicago, or Seattle FRC, please fill out an OF 11 (available online at www.archives.gov/frc/forms), mark it URGENT, and fax it to the FRC. The FRC will process your request immediately. Fax numbers for urgent requests: Atlanta 404-736-2931, Chicago 312-886-7883, and Seattle 206-336-5114.

Question:
Is ARCIS training and assistance available?
Answer:
The FRCs have produced a number of resources to help you learn the new system. We strongly recommend that you sign up for one of the free, instructor-led ARCIS webinars that are scheduled over the next few weeks. The ARCIS web site contains a wealth of other information on ARCIS, including a printable manual, web-based tutorials, and an introductory video. In addition, assistance from a live person is just a phone call or a mouse click away at the ARCIS help desk.

Question:
What other changes will ARCIS bring to reference requests?
Answer:
ARCIS will bring several welcome changes:

• All requested boxes or files will be bar coded, which will enable you to better track your records.
• Transfer numbers will look different. Legacy numbers will be preceded by the local FRC's code.
• When you want to recall a record, all you need is the transfer number and container number — the system remembers the location.