[IARA - County/Local Records Custodians] Monthly Bulletin and Chat Invitation for September 28, 2022
Indiana Archives and Records Administration sent this bulletin at 09/14/2022 10:00 AM EDT
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Happy September, Records Custodians!
I say this every month but I can't believe how far into September we already are. I'm both dreading and looking forward to cooler temperatures, pumpkins everywhere, and Halloween candy galore!
Last Month's Chat
On MS Teams, we had our August Records Custodians Chat on August 31st at 11 a.m. We met with 18 Records Custodians from various offices in the counties and had a special guest, Graig Lubsen, from IOT in attendance.
Attending from IARA were Amy Christiansen, Amy Robinson, and Meaghan Fukunaga.
We discussed August's bulletin topic: IOT Services for Counties with IOT's representative, Graig Lubsen.
I've posted a link to the YouTube video of the August'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
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The County Auditor (AU) retention schedule revisions were approved by the OCPR on August 31st. The only change to a retention period is AU 10-04, moving from 5 years to 6 years; all other changes to Record Series are updates to the descriptions and modernization of retention language. Please find the AU schedule on IARA's web page for County/Local Retention Schedules or attached to this bulletin.
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RM Topic of the Month: Payroll Records
Payroll records are a reoccurring and constant topic among the county/local agencies so I figured a review is warranted.
Covered under the County/Local General (GEN) retention schedule, which ALL county/local agencies can use, payroll records are under two record series, GEN 10-11 and GEN 10-16.
GEN 10-11 covers any kind of general payroll records as an expenditure. You may DESTROY these records after 10 years and after receipt of state board of accounts audit report.
GEN 10-16 covers just the 3 specific forms (99A, 99B, 99C) listed under the title/description -- or their substitutes -- Employee’s Service Record, Employee’s Earning’s Record, and Employee’s Weekly Earnings’ Record. (i.e., payroll that relates to a specific employee and is thus related to their personnel file). These records are PERMANENT.
Records marked PERMANENT: Only one permanent Copy of Record is required to exist, but that copy should be physical (paper or microfilm) unless the original format makes it impossible to create a physical copy. You can digitize in addition to microfilming or keeping the paper, but you can't only keep a digital copy.
Your county/local agency may or may not have or use the specific payroll forms under GEN 10-16 and that's okay. IARA wants you to keep the records you actually create in your office according to the retention schedules, not to replicate and produce all records included on a retention schedule.
September Records Custodians Chat
Our next Records Custodians Chat will be happening on the 28th.
Meeting Information
Date: September 28th
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
- Dial 1 (317) 552-1674 at the designated meeting time, then enter this PIN when prompted: 614 865 189
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We'll let you into the meeting.
To Join the Meeting by Computer
- Click your meeting link here at the designated meeting time.
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A new tab or window will open in your default web browser. From there:
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Choose the option to join on the web if you don't normally use Teams, then click "Join now."
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Join through your desktop or mobile application if you're familiar with using Teams and would prefer that to the web version.
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Choose the option to join on the web if you don't normally use Teams, then click "Join now."
If you have other questions about how to use Teams, or about the meetup, just contact me and we'll figure things out together!
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AMY CHRISTIANSEN
Records Management Liaison
Indiana Archives and Records Administration
o: 812-929-3882
a: 402 W Washington St, Room W472, Indianapolis, IN 46204