IARA County/Local Records Management - Creating & Revising Retention Schedules

Hello County/Local Agencies,

2022 is going to be an exciting year for county/local office specific retention schedules! My goals include potentially creating 2 completely new retention schedules and updating several other office specific retention schedules.

Here's how IARA goes about creating retention schedules for county/local agencies:

Creating and Revising County/Local Retention Schedules

The first step that IARA takes is to research the types of records created or received by the category of public office that will be affected, using a combination of discussion with local officeholders and staff, review of items that have been identified as not covered by a current records retention schedule, and advice from relevant state agencies such as the State Board of Accounts and Public Access Counselor. IARA's records analysts compare this information to the existing retention schedule for the office (if there is one) and the County/Local General Retention Schedule, and note:

• which records are already sufficiently described on a retention schedule
• which records are not covered and need to be added
• which records may fall under an existing record series if the description is expanded or clarified
• which existing record series need other updates to description or retention instructions
• which existing record series need to be deactivated because they are no longer created or received

Once this review is complete, the records analysts will create a new draft based on the gathered information, which is reviewed by IARA's administrative team and selected officeholders/staff. When all parties are satisfied, the final draft is submitted for the approval at the next monthly meeting of the Oversight Committee on Public Records.

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Make a positive impact on others and give thoughtful praise today on National Compliment Day!

 

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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