IARA County/Local Records Management - Remote check deposits clarification

Hello County/Local Agencies,

On October 11th, I sent an email about Remote Check deposits. I think there needs to be some clarification. 

If you deposit remote checks to the bank and you never see them again: the agency needs to retain either a paper or electronic copy covered under the record series, GEN 10-10.

If the bank has an electronic copy that you can access, the agency can count that as their electronic copy. You can destroy the agency copy as soon as you verify that the bank has a copy which the agency can access. The agency copy (whether paper or electronic) becomes a duplicate. Duplicates are non-records and can be destroyed whenever, with no permissions or paperwork required to IARA. 

What happened: When the GEN schedule was updated in 2020, GEN 12-01 (deactivated) got folded into GEN 10-10 because it's all revenue related records, and the record series lost that specialized language about the bank's copy standing in for an agency copy.

However: With the change in record series, there was no intent to take that option away, it was just meant to be understood that an electronic copy with a contracted partner can always stand in for an agency copy, as long as the agency can access the contractor's copy. For any record, not just checks.

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'Tis the season to be jolly!

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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