[IARA - County/Local Records Custodians] Monthly Bulletin and Chat Invitation for October 26, 2022

 Happy October, Records Custodians!

It's spooky season! I'm thoroughly happy to be making our way into fall and I've already purchased a ton of Halloween candy for the trick or treaters and brought out my winter wardrobe. I hope you are doing the same, enjoying the cooler weather and transition towards the end of the year. 

Last Month's Chat

On MS Teams, we had our September Records Custodians Chat. We met with 13 Records Custodians from various county/local offices. Attending from IARA was Amy Christiansen.

We discussed September's bulletin topic, which was payroll records.

I've posted a link to the YouTube video of the September'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

The Recommended Capabilities for Electronic Recordkeeping Systems checklist was updated in September 2022. It is no longer a state form but a checklist for use when selecting a new recordkeeping system or to assess a current system. If you are in the process of selecting a system, this is a useful list of requirements to share with vendors.  This is a useful, optional checklist that can help you assess an existing or new recordkeeping system against best practices and industry standards.

More News You Can Use

IDOA announces the Indiana State Archives Building In 2021, Governor Holcomb and the Indiana State Legislature approved the construction of a new Indiana State Archives building that will house priceless documents and artifacts managed by the Indiana Archives and Records Administration. The New Archives site in Indianapolis is located adjacent to the Senate Avenue Parking Garage on a block bound by New York Street on the north, Senate Avenue on the east, Ohio Street on the south, and the Indianapolis Canal Walk on the west.  Close proximity to the Indiana State Library, the Indiana State Museum, and the Indiana History Center will create a synergy of state history and convenience for researchers.

RM Topic of the Month: Retaining Email Records - Quick Reference

New as of October 2022, this quick reference sheet for guidance on retaining email records will help you at the county/local level determine if your emails need to be kept, for how long, and the record series #.

The quick reference discusses these topics:

• Are Emails Considered Public Records?
• How Long Do I Keep Email?
• Email that can be deleted immediately
• The Most Common Email Record Series
• How Do I Classify My Emails? including a handy dandy flowchart for guidance!

To find the quick reference, go to IARA's website, click Services for Government dropdown on the left, then click Electronic Records Program, it will be the 4th listed under Electronic Records Guidance. 

October Records Managers Chat

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

Meeting Information 

Date: October 26th
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 us all on topic, so there'll be plenty of time for your questions and records management 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 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 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

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[attach chat agenda and .ics invite file]