[IARA - County/Local Records Custodians] Monthly Bulletin and Chat Invitation November 30, 2022

Happy November, Records Custodians!

The leaves have changed colors and fallen from the branches, the weather may actually be getting colder, and the holidays are approaching rather quickly. I can almost smell the turkey in the oven! I hope your end of year is both productive and spent happily with family and friends.

 

Last Month's Chat

On MS Teams, we had our October Records Custodians Chat. We met with 20 Records Custodians from various county offices.

Attending from IARA were Amy Christiansen, Anna Lucas, and Meaghan Fukunaga.

We discussed October's bulletin topics, which were the updated Recommended Capabilities for Electronic Recordkeeping Systems checklist, the new Indiana State Archives building, and the quick reference guide to Retaining Email Records.

I've posted a link to the YouTube video of the October'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've had a question come up recently about GEN 10-02 and I wanted to discuss it here. On the County/Local General retention schedule, meeting recordings are covered under GEN 10-02; see retention period in the image on the right. This means that the meeting recordings can be deleted whenever (after the minutes are transcribed and approved). No Notice of Destruction form is needed for this destruction.

News You Can Also Use

As part of our ongoing mission to streamline and improve Indiana Archives and Records Administration processes and services, any State Form 44905, commonly known as the Notice of Destruction (NOD) form, that is sent to IARA separately, outside of the County Commission of Public Records minutes, will no longer be retained or filed in IARA’s offices. This change is effective as of January 1, 2023. From now until December 31, 2022, any county/local government agency that submits an NOD form to IARA will receive a letter as notification of the change. You are still welcome to email us NODs for review if you're unsure whether you've filled them out correctly! Just make sure to indicate that in the email, so we know it's a request for assistance, rather than an attempt to file the form.

 

RM Topic of the Month: 2022 Tutorial on NOD Form Changes/New Procedures

Drum roll please...and fresh off the presses... The Tutorial on the 2022 Updates and New Procedures to the NOD Form. It's ready for your viewing pleasure!  This is a video recording that walks you through the major changes to the NOD form made this past June. The main changes were that there is no longer an approval by IARA -- you send the completed form after destruction to the County Commission of Public Records -- AND there is no longer a 30 day waiting period to destroy records. If you are confident the NOD form is filled out correctly, you can destroy the same day. If you'd like IARA to review the form before destruction, please send it to cty@iara.in.gov stating that.  The tutorial also details what the NOD form is and why you should fill it out, what record series and retention schedules are, the form layout and the new changes/procedures, and gives some tips and example questions to ponder.

November Records Custodians Chat

Our next Records Custodians Chat will be happening on the 30th of November. 

Meeting Information 

Date: November 30th
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  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 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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