[IARA - County/Local Records Custodians] Monthly Bulletin and Chat Invitation December 28, 2022

 Merry December, Records Custodians!

We made it to the last month of 2022, hooray! I hope everyone had a very successful year and accomplished all or most of what they set out to do. Now, let us enjoy the colder days with warm drinks by the fireside and a relaxing holiday season for those who celebrate this time of year. I wish you all a joyous new year and the best to come. I'm looking forward to 2023! 

Last Month's Chat

On MS Teams, we had our November Records Custodians Chat. We met with 12 Records Custodians from various county/local offices.

Attending from IARA were the Amy's, Amy Christiansen and Amy Robinson.

We discussed November's bulletin topics, which were GEN 10-02 recordings, the change in IARA retaining loose NOD forms in office, and the new video recording, Tutorial on NOD Form Changes/New Procedures.

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

If you submit a PR-1 form for approval to your County Commission of Public Records, do you have to attend their meeting? IARA's answer is no, you are not required to attend the Commission meeting if you submit a PR-1 form for approval. Although, attending the meeting would be beneficial for you and the Commission in case one of the members has questions or concerns about the records on your PR-1 form. The PR-1 form has many uses, to dispose of records NOT on a retention schedule or to transfer records to the State Archives or to a local historical entity.  Before filling out the PR-1 form, remember to always check to see if your records ARE listed on your office-specific retention schedule or the County/Local General (GEN). If you can't find your records, then reach out to IARA for help. If IARA cannot find your records on a schedule, we will then suggest filling out a PR-1 form.

News You Can't Use

Since last month, my family has grown by a whooping 14 pounds and now includes a dog! In mid-November, my partner and I came home from attending a wedding and found this little dog shivering and scared on our front stoop. We took her inside, visited the vet the next day to find she wasn't microchipped, nor could we find her owners on social media. It was sign she would be ours. Speaking as a cat person, I was reluctant to keep her but who can turn away that face? Please welcome PENNY! Penny is a pointer/dachshund mix according to the vet. She is no longer a puppy, probably 1-2 years old. Her favorite activity is eating and jumping, climbing, crawling to get to more food to eat. She is VERY food motivated and has on occasion snatched ham out of my partner's mouth. We think an agility course is in her future with some much needed obedience training.

 

RM Topic of the Month: What's Upcoming for Retention Schedules in 2023!

In January at the Oversight Committee on Public Records meeting, IARA is hoping to have at least 3 county/local retention schedules approved! Those retention schedules include the updated County/Local General (GEN), the updated Assessing Officials (AS), and the newly created County Surveyors (SU).

In the new year, we will continue the taskforce meetings working to update the Educational Institutions (ED) and create the County Health (HE) with the potential for a spring approval from OCPR. If you'd like to join the taskforces for either the schools or county health, please let me know! We meet once a month via Microsoft Teams and you can participate as much or as little as you like. 

Other schedules we are looking to update in 2023 include the Public Safety Agencies (PSA), the County Recorder (RE), and the Non-Judicial County Clerks (CL). Again, if you'd like to join the taskforces for any of these, please let me know! We meet once a month via Microsoft Teams and you can participate as much or as little as you like. 

December 2022 Records Custodians Chat

Our next Records Custodians Chat will be happening on December 28th. 

Meeting Information 

Date: December 28, 2022
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

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 your meeting link 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

---