IARA County/Local Records Management - Why can't I just toss those records?

Hi County/Local Agencies,

Ever been told by a county/local government agency,

"I've got a storeroom/basement/closet full of old records, I'm going to just toss them out. Since we don't need them anymore." 

or 

"They are just old records, why would I need to follow state protocol when I can just toss them? "  

WAIT! STOP! 

As an Indiana government agency, you have a legal responsibility to manage public records according to Indiana Code - and the Indiana Archives and Records Administration (IARA) is here to help you in that endeavor.

Destroying records without following procedures set by IARA and Indiana Code may bring about unnecessary legal action if those records are requested later and you can't produce them. So I'd suggest following these steps to ensure compliance. 

• Follow the retention schedules and maintain an effective records management program. This means knowing what records apply to which record series, how long to keep them, and organizing your storage to the best of your ability. 
• Verify your records can be destroyed and fill out the Notice of Destruction form. This means verifying with the Records Management division of IARA that you are using the correct record series and then completing the NOD form according to the instructions on it. 
• Reach out to IARA if you don't know where to start! If you do have a storeroom/basement/closet full of old records that need to be addressed, please reach out to IARA or myself for guidance. 

*****************************************************

"I have decided to stick with love. Hate is too great a burden to bear." -Martin Luther King Jr.

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

---