[IARA - State Agency Records Managers] Monthly Bulletin and Chat Invitation for October 27, 2022

Indiana Archives and Records Administration sent this bulletin at 10/12/2022 02:19 PM EDT
Indiana Archives and Records Administration logo  

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 October, Records Managers! 👻🦇🕯️🕷️👽🎃

 

 

Welcome to the Most Wonderful Time of the Year!

That's right, I speak of "Drag Out The Purple Lights and the Hanging Ghosts and Don't Wait Until the Last Minute to Buy Candy" Month.

I may be slightly biased.

I may also, like the artist, start Halloweening a month early.

Hey, if it's displayed at CVS, I'm allowed to buy and wear it. I don't make the laws; I just enforce them.

         Normal People in September (comic by Karítas Gunnarsdóttir / @karitasart)

Comic by artist Karítas Gunnarsdóttir / @karitasart

Last Month's Chat

On MS Teams, we had our September Records Managers Chat. We met with 13 Records Managers from 11 agencies, plus a guest from the Records Management program in the Illinois State Archives!

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

We discussed September's bulletin topics, which were the Council of State Archivists Annual Meeting and Best Practices Exchange (Un)Conference, and a welcome to Anna, our new RM Team member!

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

News You Can Use

State Archives Webinar!

On Oct. 20, plan to attend a lunchtime webinar about how to use the Research Indiana Indexes website! IARA’s digital index site allows users to search millions of records found in the State Archives’ collections.

Join us for a Teams webinar Oct. 20 at 11:30 a.m., during which IARA staff will demonstrate how to use the site to search for records including historic prison files, court cases, military records, and more! During the webinar, attendees will learn more about the Indiana State Archives’ extensive collection.

To register, please send an email to arc@iara.in.gov with the subject line Research Indiana Webinar. Please share with anyone in your agency who may be interested!

    

Electronic Records Publication Update

The Recommended Capabilities for Electronic Recordkeeping Systems checklist was updated in September 2022.

It is no longer a state form, but rather a checklist for use when selecting a new electronic 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.
 

Other News You Can Use: The date of the next Oversight Committee on Public Records meeting is October 26th. 

News You Can't Use

If we lose the doorstop (again), at least we have this:

Jack-o-Lantern Doorstop - front   Jack-o-Lantern Doorstop - back, with agency abbreviation and room#

RM Topic of the Month: New Email Retention Publication!

New as of October 2022, Retaining Email Records, a quick reference and guidance sheet, will help you determine if your emails need to be kept, for how long, and the record series numbers that most likely apply.

The brochure 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 a copy on IARA's website, click the Services for Government dropdown on the left, then click either Electronic Records Program or IARA Publications. A link to the handout is provided on both pages.

October Records Managers Chat

Our next Records Managers Chat will be happening on October 27th.

 

Meeting Information 

Date: 2022-10-27
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

    1. Dial 1-317-552-1674 at the designated meeting time, then enter this PIN when prompted: 
      707 553 068#

    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!

. . .

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