IARA County/Local Records Management - Board Minutes

Greetings County/Local Agencies,

Board Minutes
Several public libraries have reached out to me about their library board minutes, asking how they need to retain them. For any county/local agency, board minutes are covered under the County/Local General (GEN) retention schedule in the record series GEN 10-01. If you want to link GEN 10-01 directly, it's here.

GEN 10-01's retention period states;

"PERMANENT and CRITICAL. MICROFILM according to 60 IAC 2 standards. TRANSFER original microfilm roll to the INDIANA ARCHIVES after verification for completeness and legibility. MAINTAIN duplicate microfilm roll permanently in office of origin. DESTROY hard copies after verification of INDIANA ARCHIVES transfer."

CRITICAL Records
On a select number of record series, you'll find the phrase "THIS IS A CRITICAL RECORD" in the description. This refers to records that are considered critical to the continuity of Indiana government in an emergency situation, as described in Indiana Code 5-15-5.1-12.

Critical records are determined by IARA (with input from county/local stakeholders) during a retention schedule's development. For Critical Records, microfilming is mandatory (unless other arrangements are made under IARA guidance) and will be listed on the records retention schedule as such, with copies of the microfilm distributed and retained as indicated in the relevant retention instructions.

Record series whose descriptions state "THIS IS A CRITICAL RECORD" must always be transferred to microfilm if the original format makes that possible, with one copy of the microfilm located at the originating office, and the original roll or negative transferred to the Indiana Archives.

Original paper records may be destroyed after verification of the microfilm for completeness and legibility, or they may be transferred to a local historical entity using the PR-1 or SF30505 form. If your original CRITICAL records are in electronic or audiovisual format, contact IARA's Electronic Records Program to determine the best method of preservation and transfer to the Indiana Archives.

Microfilming CRITICAL Records
The State Imaging and Microfilm Laboratory performs preservation microfilming of critical records, with experience in handling delicate and/or damaged records. The SIML also converts critical microfilm and paper-based records to digital access formats as technology/work environments change. 

No other type of format can replace microfilming CRITICAL records - not having the paper copy, storing the record in an accessible electronic platform, or saving a copy on a USB drive. CRITICAL records must be microfilmed. 

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Let us honor and recognize laborers today.

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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