IARA County/Local Records Management - Volunteer records

Hello Clerks, Recorders, and staff,

I've had several inquiries about volunteer records and what record series they are a part of.

Volunteer records are covered under GEN 10-27, PERSONNEL FILES, with a retention period of "DESTROY 75 years after employee is no longer employed by the county/local government unit."

Although they're not specifically named in the description of this record series, which includes employees, temporary staff, and interns, volunteers are considered to fall into the same category as interns. 

An important thing to know and remember about record series is that not all records covered by a record series will be specifically listed in the description. A record series description gives a summary of what record TYPES may be included in the record series, but does not name ALL records that fall into it. You are able to take some agency here and make judgements on your own accord of which records match the record types described in a given record series. Much like this case of volunteer records, unless the records you have ARE specifically named in a record series, you should look at the title and description for guidance and go from there. 

IARA understands that 75 years after a volunteer is no longer with the agency is a long time. If you need to make physical space in your office for your incoming files, think about microfilming existing records. IARA's Imaging and Microfilm Services Laboratory can help you with this. 

I hope this is helpful in regards to volunteer records. Next week I'll discuss the retention of payroll records.

Welcome to March!

AMY CHRISTIANSEN JANICKI

Records Management Liaison

Indiana Archives and Records Administration

o: 812-929-3882

e: achristiansenjanicki@iara.in.gov |

w: www.in.gov/iara

a: 402 W Washington St, Room W472, Indianapolis, IN 46204