IARA County/Local Records Management - Audit

Good morning Clerks, Recorders, and staff, 

Ever wondered where to find the information about audits when a record series retention period says, "DESTROY (certain amount of time) and after receipt of STATE BOARD OF ACCOUNTS Audit Report and satisfaction of unsettled charges?" 

Unless another type of audit is specifically mentioned, this refers to the audits performed by the Indiana State Board of Accounts. You'll find these references in the instructions for when to transfer or destroy certain records, and they'll usually be phrased like this: "…after receipt of STATE BOARD OF ACCOUNTS Audit Report and satisfaction of unsettled charges."

Here's how to verify that you've fulfilled this requirement:

1. Visit the SBOA Audit Report Database https://secure.in.gov/apps/sboa/audit-reports/ 
2. In the "County" text box, choose the correct county.
3. In the "UNIT TYPE" drop-down box, choose the correct unit type for your office. If your office type isn't there, just leave it blank.
4. If you still see other entities besides yours in the Audit List after that, type a unique word from your office's name in the SEARCH box. (Try "Clerk" or "Recorder")
5. Leave everything else blank.
6. Click the SEARCH button.
7. In the results, click the arrow next to "End Date" to sort by that column.
8. Click the same arrow again to bring the most recent to the top.
9. Find the most recent End Date.
10. If your records date is ON OR BEFORE that End Date, you're good to go!

You don't have to prove that a specific record or file was examined by the auditors; you just have to prove that it could have been, by verifying that an Audit Report has been published since the time when the last information was added to the record.

I hope this audit information makes sense. Please let me know if you have any questions!

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

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