IARA County/Local Records Management - State vs. County/Local Record Series

Hi County/Local Agencies,

State government agencies and county/local government agencies use different retention schedules. 

Sometimes IARA gets questions from county/local government agencies about record series like GRADM-1, GRACC-5, or GRPER-11.

Sometimes IARA receives Notice of Destruction forms from county/local agencies for record series like GRADM-4. 

Any record series that starts with "GR" is only to be used by state agencies. These record series are on their General Records Retention and Disposition Schedule for All State of Indiana Administrative Agencies.

County/local government agencies should find their office-specific retention schedule here and then use the County/Local General (GEN) retention schedule to find record series. Any county/local agencies can use the GEN retention schedule because it contains broad and common record series that can apply to all units of county or local government.

So these are examples of what your record series should start with:

If you are a county clerk, your record series will begin with CL or GEN.

If you are a school corporation, your records series will begin with EDA, EDS, EDS or GEN.

If you are a township trustee, your record series will begin with TT or GEN.

In certain situations, your record series may begin with other county/local abbreviations like CT or LAND, but the two things record series will never begin with are "GR" or a # with no letters in front of it at all. Those will always indicate a series that may only be used by state government agencies.

Let me know if you have any questions regarding retention schedules or record series. 

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Are you ready for snow? 

AMY CHRISTIANSEN

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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