[IARA - County/Local Records Custodians] Monthly Bulletin and Chat Invitation for August 31, 2022

Happy August, Records Custodians!

August always makes me feel like summer is coming to an end. I hope your month is going smoothly; some of you may be transitioning your kids back to school, others might just be sticking to the routine. Either way, I hope you are enjoying your August like I am! Anyone excited for the annual Perseid meteor shower?

Last Month's Chat

On MS Teams, we had our July Records Managers Chat on July 27th at 11 a.m. We met with 23 Records Custodians from various offices in the counties.

Attending from IARA were Amy Christiansen, Amy Robinson, and Chandler Lighty.

We discussed July's bulletin topics, which were 3 topics: "What is a court record?", "Can I get rid of a personnel file if that person is deceased?", and lastly, creating and revising retention schedules. 

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

News You Can Use

I will not be traveling in the month of September. I will be taking a break from traveling to focus on my other records management goals and projects including a webinar about the new procedures for the Notice of Destruction form. If you'd like me to visit your agency or county, please email me at achristiansen@iara.in.gov to get on the waitlist for the fall. I will resume travel in the month of October.

News You Can't Use

My supervisor, Meaghan Fukunaga, found this article from the Washington Post about the IRS and records management. It just goes to show you that your agency is not alone in struggling with physical records storage, emerging technologies, and having a records backlog! Feel free to read the article on your own time; it is fascinating.

RM Topic of the Month: IOT Services for Counties

You may not be aware, but IOT has been conducting extensive outreach to local government since November to learn about their technology needs and make them aware of services they can access through the State. Thus far, IOT has visited 61 counties, with another dozen or so scheduled over the next month.

IOT offers:

• Cybersecurity training (free)
• Use of payment processing contracts (free)
• Access Indiana authentication (free)
• URLs for websites and/or email (free)
• Websites – same as state agencies (starting at $50/month)
• Email on the Google Suite (starting at $5.50/user/month)
• More information - https://www.in.gov/iot/local-government-services/

For more information, contact:

Graig Lubsen

Director of Communications & External Affairs

(317) 268-8071

www.in.gov/iot

glubsen@iot.in.gov

 

August Records Custodians Chat

Our next Records Custodians Chat will be happening on the 31st. 

Meeting Information 

Date: August 31st
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.

Adding Yourself to the Meeting Invite List

✉ Desktop Outlook

• Save the attached 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 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

1. Dial 1 (317) 552-1674 at the designated meeting time, then enter this PIN when prompted: 614 865 189
2. We'll let you into the meeting.
    

To Join the Meeting by Computer

1. Click your meeting link here at the designated meeting time. 
   
   
2. 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!

. . .

AMY CHRISTIANSEN

Records Management Liaison

Indiana Archives and Records Administration

o: 812-929-3882

e: achristiansen@iara.in.gov

w: www.in.gov/iara

a: 402 W Washington St, Room W472, Indianapolis, IN 46204

---