[IARA - State Agency Records Managers] Monthly Bulletin and Chat Invitation for November, 2022
Indiana Archives and Records Administration sent this bulletin at 11/18/2022 06:42 PM EST
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✔️️🍗 Happy November, Records Managers! 🍗️✔️
Otherwise known in state employee circles as No-Work-Vember, due to its status as the month containing the largest number of state holidays - four this year, with Election Day.
That, and a busier schedule than expected this month, is why this month's RM Chat has been rescheduled for December 1st. Not technically November, but only by one day, and it does put us exactly a month after the last Chat!
Speaking of Which, Last Month's Chat
On MS Teams, we had our October Records Managers Chat. We met with 17 Records Managers from 16 agencies! Attending from IARA were Amy Christiansen (County/Local RM Liaison), Amy Robinson (State Records Analyst), Jeannine Roe (Electronic Records Archivist), and Kim Hagerty (State Imaging and Microfilm Lab Director).
We discussed October's bulletin topics, which were the State Archives webinar on October 20th, and updates to our catalog of Electronic Records publications.
I've posted a link to the YouTube video of the October 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
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Changes to the State General Retention Schedule are on the way! With luck on our side that December lets us have a December OCPR meeting, there will hopefully be a new General Retention Schedule for All State Agencies for me to share with you afterward. There will be an index of the changes at the back of the schedule, just as there is in the current version, but I'll also make it the news feature in the bulletin and explain the updates in more detail. There are no amendments likely to impact your regular record-handling workflows; just some description updates and a couple of brand new record series to fill some gaps that have existed for a while.
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Other News You Can Use: There will be no Oversight Committee on Public Records meeting in November, due to member availability issues. The next meeting is scheduled for December 14th 🎅.
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News You Can't Use
It waits.
RM Topic of the Month: What's the Deal With Those State Board of Accounts Audit Requirements?
If you've ever looked at a retention schedule, whether agency-specific or the General Retention Schedule for All State Agencies, you've probably seen instructions to destroy records, or to transfer them to the Records Center or State Archives, "after X years and after receipt of State Board of Accounts Audit Report and satisfaction of unsettled charges."
But what does that actually mean?
It's probably easier to talk about what it doesn't mean, first. It does not mean:
- "These specific records must have been audited by the State Board of Accounts."
- The specific records don't ever have to be touched by SBOA. Enough time just has to have passed since the file closed that they could have been audited.
- "Our agency must have been audited by the State Board of Accounts."
- It used to mean this, once upon a time, but SBOA no longer does single-agency audits unless there's a known issue. For most agencies, there's just the annual statewide audit for all of state government.
- "Destroy or transfer these records X years after the SBOA Audit happens."
- There's a reason for the slightly quirky phrasing of "after X years and after SBOA Audit." They're two separate requirements, both of which must be fulfilled before you can destroy or transfer, and in theory, either one of them can happen first. (In practice, unless the retention period is very, very short, the audit requirement will have been fulfilled long ago by the time X years have passed, because it happens annually.)
So what does "after X years and after receipt of State Board of Accounts Audit Report and satisfaction of unsettled charges" mean?
It sounds like legal boilerplate because it is, but what it means is that these records may not be destroyed or transferred until:
- at least X years have passed since the date of file closure AND
- at least one SBOA Audit Report has been published since the date of file closure.
- The report for the State of Indiana - the CAFR and/or Federal Single Audit - not for any specific agency.
And that's the deal with those SBOA audit requirements!
For more information, specifically where and how to check the date when the last SBOA Audit Report was published, you can check out the Records Manager Handbook, or visit our special-topic article on the IARA website.
November Records Managers Chat
Our November Records Managers Chat will be happening on December 1st.
Meeting Information
Date: 2022-12-01 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
- Dial 1-317-552-1674 at the designated meeting time, then enter this PIN when prompted: 707 553 068#
- We'll let you into the meeting.
To Join the Meeting by Computer
- Click here at the designated meeting time.
- 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!
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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