DIRECTORATE OF HUMAN RESOURCES
ADMINISTRATIVE SERVICES DIVISION
Fort Sill Welcome Center
4700 Mow-Way Road, Room G-6
Hours: 7:30 a.m.-4:30 p.m., Monday-Friday
(See below for telephone points of contact)
Advises the garrison commander and staff on all aspects of records management, official mail and distribution, Freedom of Information Act , Privacy Act, publishing management programs required by Federal laws, and the Army memorial program.
POINTS OF CONTACT
- Chief, Administrative Services Division
Chief, Administrative Services Division - Darrell E. Williams, Sr.-580-442-3892
- FOIA/Privacy Act Official
FOIA/ PA Official (580) 442-6172
Freedom of Information Act and Privact Act Official
The public has a right to information concerning the activities of its Government. Fort Sill conducts its activities in an open manner and provide the public with a maximum amount of accurate and timely information concerning its activities, consistent always with the legitimate public and private interests of the American people.
A FOIA request is a written request for any DoD records, made by any person, including a member of the public (U.S. or foreign citizen), an organization, or a business, but not including a federal agency or a fugitive from the law that either explicitly or implicitly invokes the FOIA.
There is not a specific form that must be used to make a request; however, this office has created a form to assist you in making a request. (See FS Form 794)
The request simply must be in writing, must reasonably describe the records you seek, and must also provide any other specific information that the component requires.
In making your request, you should be as specific as possible when describing the records you are seeking. It is not necessary for you to provide the name or title of a requested record, but the more specific you are about the records or types of records that you seek, the more likely will be able to locate those records.
Freedom of Information Act and Privact Act Official
The public has a right to information concerning the activities of its Government. Fort Sill conducts its activities in an open manner and provide the public with a maximum amount of accurate and timely information concerning its activities, consistent always with the legitimate public and private interests of the American people.
A FOIA request is a written request for any DoD records, made by any person, including a member of the public (U.S. or foreign citizen), an organization, or a business, but not including a federal agency or a fugitive from the law that either explicitly or implicitly invokes the FOIA.
There is not a specific form that must be used to make a request; however, this office has created a form to assist you in making a request. (See FS Form 794)
The request simply must be in writing, must reasonably describe the records you seek, and must also provide any other specific information that the component requires.
In making your request, you should be as specific as possible when describing the records you are seeking. It is not necessary for you to provide the name or title of a requested record, but the more specific you are about the records or types of records that you seek, the more likely will be able to locate those records.
- Blank Forms and Fort Sill Publications
Blank Forms and Publications (580) 442-3907
The Administrative Services Division assists you in ordering and receiving blank forms and publications. We understand receiving blank forms and publications helps to accomplish tasks and missions within your organizations.
Due to funding and budget cuts, the Army Publishing Directorate will NOT allow orders to exceed your organizations estimated monthly usage of publications and blank forms. Please see the link, Publications and Blank Forms SOP for an example of a justification memorandum if you are in need of a large quantity of blank forms.
Link: P:Web/Admin Svc Div Website Docs/Blank Forms and Publications/1-SOP-Publications.pdf
To request publications, units must have a completed DA Form 12-R on file with both the ASD and the Army Publications Directorate. Click here to open the form.
Link: P:Web/Admin Svc Div Website Docs/Blank Forms and Publications/2-DA Form 12-R.xfdl
To request specific publications and blank forms, you must complete a Department of the Army Form 17. Click here to open the form.
Link: P:Web/Admin Svc Div Website Docs/Blank Forms and Publications/3-DA Form 17.xfdl
For other guidance on this subject area, please visit the Army Publications Directorate at http://www.apd.army.mil/
The Administrative Services Division assists you in ordering and receiving blank forms and publications. We understand receiving blank forms and publications helps to accomplish tasks and missions within your organizations.
Due to funding and budget cuts, the Army Publishing Directorate will NOT allow orders to exceed your organizations estimated monthly usage of publications and blank forms. Please see the link, Publications and Blank Forms SOP for an example of a justification memorandum if you are in need of a large quantity of blank forms.
Link: P:Web/Admin Svc Div Website Docs/Blank Forms and Publications/1-SOP-Publications.pdf
To request publications, units must have a completed DA Form 12-R on file with both the ASD and the Army Publications Directorate. Click here to open the form.
Link: P:Web/Admin Svc Div Website Docs/Blank Forms and Publications/2-DA Form 12-R.xfdl
To request specific publications and blank forms, you must complete a Department of the Army Form 17. Click here to open the form.
Link: P:Web/Admin Svc Div Website Docs/Blank Forms and Publications/3-DA Form 17.xfdl
Note:
For other guidance on this subject area, please visit the Army Publications Directorate at http://www.apd.army.mil/
- Lotus Forms Design
Lotus Forms Design (580) 442-3907
The Administrative Services Division uses a special software product, Lotus Forms Design, to create electronic forms that can be opened, created, edited, signed and stored in an electronic records format, thus meeting our goal of reducing paperwork on Fort Sill.
Before Requesting a form to be created by the Administrative Services Division, you must:
1) Ensure that higher echelon forms are used as much as possible in lieu of creating local forms.
2) Ensure the local form will NOT duplicate the function of a higher echelon form.
3) Ensure the new form will be prescribed at the highest proper echelon.
To request the creation of a Lotus form;
1) Send a completed DD Form 67 (Form Processing Action Request) to the Administrative Services Division (Include a copy of the form (printed and digital) and a copy of the prescribing publication that applies, to include the title page.
2) Check to see if the form requires Privacy Act data (that is, social security number, and so forth). If so;
1. Develop a Privacy Act statement for a form used to collect personal data ( AR 340-21 and DA Pam 25-51 ). To ensure that the statement meets the requirements of the law, consult legal counsel.
2. Send the items listed below to the ASD.
(1) DD Form 67
(2) A draft copy of the proposed form (which will include the Privacy Act Statement).
(3) A draft copy of the prescribing publication.
(4) DD Form 67 with instructions.
The Administrative Services Division uses a special software product, Lotus Forms Design, to create electronic forms that can be opened, created, edited, signed and stored in an electronic records format, thus meeting our goal of reducing paperwork on Fort Sill.
Before Requesting a form to be created by the Administrative Services Division, you must:
1) Ensure that higher echelon forms are used as much as possible in lieu of creating local forms.
2) Ensure the local form will NOT duplicate the function of a higher echelon form.
3) Ensure the new form will be prescribed at the highest proper echelon.
To request the creation of a Lotus form;
1) Send a completed DD Form 67 (Form Processing Action Request) to the Administrative Services Division (Include a copy of the form (printed and digital) and a copy of the prescribing publication that applies, to include the title page.
2) Check to see if the form requires Privacy Act data (that is, social security number, and so forth). If so;
1. Develop a Privacy Act statement for a form used to collect personal data ( AR 340-21 and DA Pam 25-51 ). To ensure that the statement meets the requirements of the law, consult legal counsel.
2. Send the items listed below to the ASD.
(1) DD Form 67
(2) A draft copy of the proposed form (which will include the Privacy Act Statement).
(3) A draft copy of the prescribing publication.
(4) DD Form 67 with instructions.
- Records Management (ARIMS)
Records Management/ ARIMS (580) 442-6573
The mission of records management is to create, maintain, and preserve information as records that document the role and activities of the Army. We must capture, preserve, and make available evidence essential for Army decisions and actions; meet the needs of the American public; and protect the rights and interests of the government and individuals. This program is to operate in accordance with applicable laws and regulatory guidance.
The official Army Records Management System Website is available at:
https://www.arims.army.mil
The mission of records management is to create, maintain, and preserve information as records that document the role and activities of the Army. We must capture, preserve, and make available evidence essential for Army decisions and actions; meet the needs of the American public; and protect the rights and interests of the government and individuals. This program is to operate in accordance with applicable laws and regulatory guidance.
The official Army Records Management System Website is available at:
https://www.arims.army.mil
- Administrative Publications
Administrative Publications (580) 442-6573
- Memorialization
Memorialization (580) 442-6573
In accordance with time-honored military tradition, Fort Sill salutes the contributions of heroes or those of note by dedicating various facilities on this post in their memory. This memorialization program is maintained in accordance with Army Regularion 1-33 and Fort Sill supplements thereto. Click here to read AR 1-33, and click here to read the Fort Sill Supplement.
The U.S. Army Garrison, Fort Sill, commander is responsible for directing and superivising the actions of an appointed memorialization board. This board will meet routinely on a published schedule and consider the merits of recommendations from Soldiers, officers or agencies at Fort Sill for memorialization of specific individuals. The board secretary, a member of the Administrative Services Division of the Directorate of Human Resources, will record minutes and post results of meetings as appropriate.
If you have a memorialization recommendation, please read the Fort Sill Supplement and submit your recommendation as required by the supplement.
In accordance with time-honored military tradition, Fort Sill salutes the contributions of heroes or those of note by dedicating various facilities on this post in their memory. This memorialization program is maintained in accordance with Army Regularion 1-33 and Fort Sill supplements thereto. Click here to read AR 1-33, and click here to read the Fort Sill Supplement.
Memorialization Board
The U.S. Army Garrison, Fort Sill, commander is responsible for directing and superivising the actions of an appointed memorialization board. This board will meet routinely on a published schedule and consider the merits of recommendations from Soldiers, officers or agencies at Fort Sill for memorialization of specific individuals. The board secretary, a member of the Administrative Services Division of the Directorate of Human Resources, will record minutes and post results of meetings as appropriate.
If you have a memorialization recommendation, please read the Fort Sill Supplement and submit your recommendation as required by the supplement.
- Official Mail and Distribution Services
Official Mail and Distribution Services (580) 442-3685/3963