[IARA - State Agency Records Managers] Monthly Bulletin and Chat Invitation, November 2021

Happy Month-With-3-State-Holidays-In-It, Agency Records Managers!

Due to two of those holidays, the Monthly Records Managers chat will be held earlier than usual, on November 18th, and you're seeing this bulletin sooner than I usually send it out, as well. If it seems like less than a week has passed since the last time Amy threw records management news at you, that's because less than a week has passed since the last time Amy threw records management news at you. 

Last week, it was the October RM Chat, on the 28th. Attending were IARA staffers Jackie Swihart (Deputy Director for Forms Management, the State Imaging and Microfilm Lab, and the State Records Center), Sam Putnam (State Records Center Director),  Jeannine Roe (Electronic Records Archivist), Amy Christiansen (Records Management Liaison), and Kara Chinn (Records Management Coordinator), alongside eight Records Managers representing seven agencies.

We discussed October's bulletin topics (Electronic Records Guidelines and Records Management education opportunities) in more depth, as well as additional questions regarding the Records Center Transmittal form and transfer of agency-head email to the Archives.

I came in costume and was not menaced by evil clowns. I know correlation doesn't equal causation, but still. Just saying.

 

News You Can Use

If you thought you saw a new name with the words "Records Management" after it in the previous section, your eyes weren't playing belated Halloween tricks on you. On October 18th, Kara Chinn joined IARA's Records Management staff as our Records Management Coordinator. She will be working with both state and county/local agencies to facilitate their records management needs, and discovering alongside the rest of us what "Record Management Coordinator" is going to mean. Kara's is a brand new position, and we're all working together to figure out how to best share our existing duties and services, and what new projects we'll be able to accomplish now that we have the largest Records Management team in IARA's history. Some of Kara's key duties initially will be related to county/local records: processing disposition and transfer forms, filing County Commission of Public Records minutes, assisting with our overhaul of the existing county/local retention schedules and the development of several new ones, and answering county/local records management questions. She'll also be helping Forms Management and our Electronic Records Program on various projects in the near future.

Kara is a public historian who received her bachelor's from Purdue and master’s degree from IUPUI. Some of her previous employment includes working as the image curator for the Encyclopedia of Indianapolis, and as a tour specialist for Historic Urban Neighborhoods of Indianapolis. Her favorite things to do include crafts and playing with her puppy and two cats.

News You Can't Use

I've got nothing. How was I going to top "puppy and two cats?"

 

Records Management Topic of the Month: The State Imaging and Microfilm Lab

The purpose of the State Imaging and Microfilm Laboratory is to safely preserve records for long time storage and make it easy for agencies to access those records. SIML is willing to work closely with organizations to develop a strategy specific to their needs by incorporating the most up to date technologies, methods, and standards.

The Lab provides cost effective reformatting services for archives, records management divisions, and government agencies. Using standards adopted by the State of Indiana, SIML specializes in converting organizations’ records to any medium to increase their accessibility and improve their preservation while also adhering to records retention schedules.

Paper to Digital
This type of reformatting is best for materials that have a mid to long-term retention schedule but still require frequent use in or out of the physical workspace.  Documents that are legal size and smaller are batch scanned while larger documents, such as architectural drawings, maps, and banners, are fed through a large format scanner.  This method on average, converts 1 cubic foot of materials to less than 1 GB of digital storage, making file retrieval more efficient.  Scans have the option to utilize Optical Character Recognition (OCR) in order to make documents searchable, creating increased productivity and convenience for the end-user.

Paper to Microfilm
This is best for materials that have long retention schedules and require minimal use.  Documents are captured on 16mm or 35mm film, depending on physical dimensions, to create a long lasting and secure backup.  Microfilm is a stable format for materials that may need to be accessed by future technologies due to it proven ability to adapt over time.  This method can also reduce 90 cubic feet of printed materials to 1 cubic feet of microfilm, significantly eliminating expansive paper storage within limited office spaces.

Digital to Microfilm
This service is strongly suggested by IARA's Electronic Records Program for long-term records that exist only in a digital format, but it can be used for any document that is born-digital or digitally derived, and is in need of a reliable copy to sustain changing technologies.  The primary formats are TIFF or PDF, with JPG possible but not preferred, and other digital formats assessed on a case-to-case basis. Using state-of-the-art archival equipment, digital materials are written to 16mm or 35mm preservation microfilm. This process creates a sustainable format for future digital conversions and provides a secure analog backup.

Microfilm to Digital
This is useful for microfilmed records that need improved accessibility due to changing demands and work procedures. Existing 16mm and 35mm rolls of microfilm are run through a specialized scanner to create digital images with an option for Optical Character Recognition (OCR) for keyword searching. Documents can then be made available to any virtual space improving overall productivity.

Processing and Duplication
For agencies which do their own microfilming or need copies of their microfilmed records. Adhering to best archival practice and state law, 16mm and 35mm microfilm is developed using a specialized film processor. Master rolls of microfilm can be duplicated on silver-halide polyester or diazo duplicate film. These processes provide flexibility to accommodate the needs of the end user.

How To Get Started
To initiate a filming/imaging project, an Agency Records Coordinator should contact the State Imaging and Microfilm Laboratory to discuss their agency needs, and fill out a Request for Services form (SF 56676).  SIML will then prepare an agreement for the agency that states the procedures used by the lab and describes its services.

Contact the State Imaging and Microfilm Services lab for a consultation; we look forward to discussing your project with you!

Email imaging@iara.in.gov, or call (317) 232-3381.

 

November Records Managers Chat

Our next Records Managers Chat will be happening just two weeks from now! This month, staff from the State Imaging and Microfilm Lab will be presenting more information on their services, and available to answer your microfilming and imaging questions.

Date: November 18th, 2021
Time: 11:00 a.m. to 11:30 a.m. eastern time
Place: Microsoft Teams

About the Meeting

This 30-minute meetup is an informal setting in which to ask questions or talk about records management concerns; normally I'll begin by introducing any IARA colleagues attending, talk a bit about the topic of the monthly bulletin and make any announcements, then open things up for questions and discussion.

Adding the Meeting to Your MS Outlook Calendar

✉ Desktop Outlook

• Save the attached MonthlyStateRecordsManagersChat.ics file to your desktop.
• Make sure Outlook is open.
  
• Double-click the .ics file.
  
• Outlook will open it up as a traditional meeting invitation.
• Click "Accept" to add it to your calendar.

✉ Outlook on the Web

• Save the attached MonthlyStateRecordsManagersChat.ics file to your desktop.
  
• In your web version of Outlook, go to the Calendar page.
  
• Choose "Add Calendar," then in the left pane, "Upload from file."
  
• Click "Browse" and find the .ics file, then click "Open."
  
• Choose a preferred calendar from the dropdown list. (Even if you only have one.)
• Click "Import."
• Outlook will add the meeting to your calendar.

Meeting-Up in MS Teams

Are you new to using Microsoft Teams? No worries, IARA can help you navigate.

MS Teams is a collaboration app that many state agencies are now using to stay organized and have conversations with colleagues inside and outside of the agency.

But if your agency doesn't use Teams? No worries. You don't need to have the software installed on your computer to participate in a Teams call. 
 

To Join the Meeting By Phone

1. Dial 1-317-552-1674 at the designated meeting time, then enter this PIN when prompted: 
   489 794 94#
   
   
2. We'll let you into the meeting.
    

To Join the Meeting by Computer

1. Click here at the designated meeting time.
   
   
2. A new tab or window will open in your default web browser. From there:
   
   
   • Choose the option to join on the web if you don't normally use Teams, then click "Join now."
     
     
   • Join through your desktop or mobile application if you're familiar with using Teams and would prefer that to the web version. 
      

If you have other questions about how to use Teams, or about the meetup, just contact me and we'll figure things out together!

. . .

Looking forward to seeing you,

Amy A. Robinson  (CIP) | (she/her)
State Government Records Analyst
Indiana Archives and Records Administration

o: 317-232-3285  |  f: 317-233-1713
e: arobinson@iara.in.gov |  w: www.in.gov/iara
a: 402 W. Washington St., Room W472, Indianapolis, IN 46204

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• Monthly State Records Managers Chat.ics