Chapter Administration

To assist your chapter with administration of chapter duties.

W-9: Information on how your U.S. chapter uses the IRS W-9 Form.

Chapter Update Forms:  It is imperative that ARMA HQ maintain current and accurate records of each chapter's leadership.  There are (2) ways you can help ARMA achieve this goal.

Annual Chapter Leadership Rosters:  Every chapter needs to please submit a full roster of Chapter Officers for the next upcoming fiscal year.   This can be done online by filling out the form on the Annual Chapter Board of Directors Information page.  This form should only be submitted once annually at the beginning of each fiscal year.  Please have these forms submitted for your chapter by July 1st of each year.

Chapter Leadership Updates:  If your chapter experiences any sort of leadership change during the middle of the year please inform ARMA HQ of this change by filling out the form on the Chapter Board of Directors Updates page.  This form should only be submitted for any changes made to the full leadership roster submitted at the beginning of the current fiscal year. 

Please direct any questions to

Chapter Dues Update Form: Each chapter has the right to charge what they determine is appropriate for membership in the chapter. Any changes to your chapter dues must be submitted to ARMA online through the Chapter Dues Update Form.  This form should only be submitted for any changes made to your chapter dues at the beginning of a new fiscal year.  If your chapter dues are remaining the same no form needs to submitted.  

The deadline to submit all dues changes is by June 1st annually.

Please note that all members of a respective chapter will be charged the same dues amount established by that chapter, regardless of individual membership level. 

Discount/Waiver: You may want to waive or discount the chapter dues for a prospective member's or student's first year to get them on your chapter roster and distribution list. To do this you need to notify HQ by email ( who these individuals are and that the chapter wants to waive the dues. They will then show up on your next roster and during their renewal process they will be invoiced for both the association and chapter dues.

Groups Feature on ARMA’s Website: Each chapter has a new individualized area just for your chapter. This new page is accessible in your My ARMA account, and allows your chapter to connect with each other in new and fun ways! Discuss topics in the new Forums area, share pictures of your chapter events, or comment on blog posts created by your chapter. This area is only accessible by those that are members of your chapter. See this FAQ  for how to access the page as a member of the chapter, and learn all about the new features!

Are you a chapter president? You have been made a chapter admin for your chapters page. You have the ability to control aspects of the group for your fellow chapter members. See this FAQ for features, reports, and settings you can control for your group.

Looking for Help, Check out one of the FAQ’s below:

Chapter Member Access 
Chapter Admin Access
Accessing Chapter Membership Rosters
New Member Notifications

Did you miss our Live Q&A sessions?  Check out our recording from our previous Q&A Session.   Please direct any additional questions to

Short training videos on how to use the chapter group area of the website are being developed. 

Topics are:

Account Settings and New Member Notifications
Chapter Admin Overview 
Chapter Admin Membership Features
Chapter Admin Homepage Options
Chapter Admin:  Resource Manger File Library Custom Pages
Chapter Admin Creating and Maintaining Events - Coming Soon!
Chapter Admin Blogs - Coming Soon!
Chapter Admin Forums - Coming Soon!
Chapter Admin Pictures - Coming Soon!

Liability Insurance: As subsidiaries of ARMA International, regions and chapters are covered under the association’s General Liability insurance. The policy covers each chapter and region for up to $1 million per occurrence.

Regions and chapters often are asked to provide a copy of an insurance certificate or other proof general liability by hotels or other venues to host programs, seminars, conferences, etc.

For proof of coverage or special requests please email

Sample Retention Schedule:  Click here for a sample retention schedule.  This is provided as a starting point, please feel free to add to and adjust as you see necessary.