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[IARA - State Agency Records Managers] Monthly Bulletin and Chat Invitation for May 26, 2022

Indiana Archives and Records Administration sent this bulletin at 05/16/2022 02:16 PM EDT

State Agency Records Management
402 W. Washington St. Rm W472
Indianapolis, IN 46204
e-mail: rmd@iara.in.gov
phone: 317-232-3285
web: http://www.in.gov/iara

🌻🌸🌼🌺 Happy May, Records Managers! 🌺🌼🌸🌻

The jonquils are blooming, the sun is shining, and it hasn't hit 80 degrees Fahrenheit yet. Enjoy the weather while it lasts!

Last Month's Chat

On MS Teams, we had our April Records Managers Chat. We met with 17 Records Managers from 15 agencies.

Attending from IARA were Amy Christiansen (County/Local RM Liaison), Amy Robinson (State Records Analyst), Jeannine Roe (Electronic Records Archivist) and Quintin Frey (State Archives).

We discussed April's bulletin topics, which were the Records Manager Survey, the official future location of the new State Archives building, and Record Series GRADM-10, dedicated to preserving records that document State Government's reaction to disasters, states of emergency, and other major historical events.

I've posted a link to the YouTube video of the April chat in our RM Bulletins and Chat Archive, where you can also find all of the previous bulletins I've sent out.

News You Can Use

See that up there? That's our big news! All County/Local and State RM Chats have been uploaded to YouTube so that you can see those you've missed or review any you'd like to revisit.

You can find them in the RM Bulletins and Chat Archive, added in date order between the bulletins, or you can go straight to a playlist of all State RM Chats! (As new chats are added to the IARA website and the Records Management YouTube Channel, each playlist will also be updated.)

There is no way to make the videos viewable only to government staff, but in order to provide a modicum of privacy, each video can only be accessed by a direct link to the video or to the playlist, not searchable on Youtube. Those links will be provided in our bulletins, and on the IARA website in the Bulletins and Chat Archive.

News You Can't Use

We've decided our daily greeting in the RM Team is going to be "Good news. Nothing is on fire today!" You are 100% welcome to adopt this strategy. It's both positive and fairly likely to be re-usable.

Unless something is on fire. Then please put it out before it gets near your records.

This Is Fine meme (no border) - a dog sitting in a cafe drinking coffee with flames around him, and saying

RM Topic of the Month: The State Archives vs. the State Records Center

Since there can often be confusion between the two divisions, we thought we'd give you a brief overview of their purpose and the differences between them.

(Spoiler: they both use the same boxes, but that's about all they have in common!)

The State Archives

Is located at: 6440 E. 30th St, until we have a new building.
Houses: Records in many formats that are designated in the applicable Records Retention Schedule for transfer to the State Archives at the end of their agency life.
Records are transferred by agencies to the Archives using: SF 48883, following the instructions here.
Records at the State Archives are owned by: These records have been formally transferred to the ownership and care of the State Archives, usually with the ability to "weed, sample, and evaluate according to archival principles" which just means that the archivists are able to go through the records and preserve only what looks to be of permanent historical value.
Records that can be requested: Agencies can contact the Archives staff at archives@iara.in.gov to request copies of records that have been processed into the State Archives collections. (Not all documents transferred to the Archives are processed into the collections; see "weed, sample, and evaluate" above.)
What happens to these records: They live at the State Archives permanently, unless at some point in the future they are de-accessioned from the collections because they've been deemed to no longer be pf permanent historical value.
When you say "I need to archive these records," you're saying: "I need to transfer these records to the State Archives to live forever."

The State Records Center

Is located at: 6400 E. 30th St., for the foreseeable future. The Records Center will not be moving to the future State Archives building, under current plans.
Houses: Paper (and only paper) records designated in the applicable Records Retention Schedule for transfer to the Records Center for temporary storage.
Records are transferred by agencies to the Records Center using: SF 23628, following the instructions in the State Records Manager Handbook.
Records are owned by: These records are still under the ownership of a state agency, and only IARA staff and staff from the agency of ownership may access the records.
Records that can be requested: Any boxes or files can be checked out by the agency of ownership at any time during their storage period, using a State Form 24019, Request for Record. (As long as the file is in the listed box!)
What happens to these records: They are stored at the Records Center until the end of their agency life, then, depending on what the applicable Records Retention Schedule says, they will either be
- destroyed OR
- transferred to the State Archives.
The Agency Records Coordinator will receive notice of the impending destruction or transfer on a State Form 16 (or substitute report) from the Records Center, and will have the chance to confirm or ask for a hold at that time.
When you say "I need to transfer these records to the Records Center" you're saying: "I need to transfer these records to the Records Center for temporary storage so my agency can check them in and out as needed."

Boxes and Labels

Records Center boxes should be used for transferring paper records to the Records Center OR the State Archives.
- Boxes are ordered directly from the Records Center, using one of the following two State Forms:
  - 53485 - Request for New Boxes and Lids - $2.50 per box, minimum order of 10 boxes
  - 54744 - Request for Used Boxes and Lids - $1.00 per box
Printable box labels are available as SF 25186 on the IARA website and may be used for transferring paper records to the Records Center OR the State Archives. [Use Avery 5126 label template. PDF | MS Word]

May Records Managers Chat

Our next Records Managers Chat will be happening on 26th.

Meeting Information

Date: 2022-05-26
Time: 11 a.m. to 11:30 a.m. EST
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.

I've included an agenda to help keep me us all on topic, so there'll be plenty of time for your questions and records management discussion once Amy remembers to click Mute!

Adding Yourself to the Meeting Invite List

✉ Desktop Outlook

Save the attached Monthly State Records Managers Chat.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.
Because this meeting is recurring, you should never have to add yourself again.

✉ Outlook on the Web

Save the attached Monthly State Records Managers Chat.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.
Because this meeting is recurring, you should never have to add yourself again.

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

Dial 1-317-552-1674 at the designated meeting time, then enter this PIN when prompted:
780 827 355#
We'll let you into the meeting.

To Join the Meeting by Computer

Click here at the designated meeting time.
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

StateRMChat-agenda-2022-05.pdf

Monthly State Records Managers Chat.ics

This message was sent to you because you are the officially-designated Records Coordinator for your agency, or because you are a records manager who requested to be added to this list.

If you are no longer your agency's Records Coordinator or would like to be removed from this list because it no longer applies to your work, please let us know at rmd@iara.in.gov, and we'll take care of that for you!