[IARA - County/Local Records Custodians] Monthly Bulletin and Chat Invitation January 25, 2023

 Happy January, Records Custodians!

2023! It's a brand new year where the possibilities for achievement, success, and adventure abound. I'm hoping the weather stays relatively mild although I do expect some sort of heavy snow in February like Indianapolis always seems to get! I don't really set resolutions but I'm hoping to get back into short hikes once a month, continue to progress with my swing dancing skills, and visit new tiki bars this year. 

Last Month's Chat

On MS Teams, we had our December Records Custodians Chat. We met with 7 Records Custodians from various county/local offices.

Attending from IARA were Amy Christiansen and Anna Lucas.

We discussed December's bulletin topics, which included the question, "if you submit a PR-1 form for approval to your County Commission of Public Records, do you have to attend their meeting?," my new dog Penny, and what's upcoming for retention schedules in 2023!

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

There is an upcoming webinar in March focused on the County Commission of Public Records. No matter what your position, if you work with your office's records, you'll eventually deal with your County Commission of Public Records; this webinar will be for you! The webinar will be recorded and available for viewing on IARA's website in late March/early April.  Want to register? Email cty@iara.in.gov or contact Amy Christiansen at achristiansen@iara.in.gov or (812) 929-3882.

News You Can't Use (But Also Can...)

The Texas State Library and Archives Commission (TSLAC) posted on a new blog, "Records Management New Year's Resolutions" on The Texas Record. The author, Katherine Hoffman, said, "The beginning of the new year is a time for reflection and planning for the coming months. What records management goals do you have for 2023? Here are a few ideas to get you thinking." 3. Find Community  2. Tackle a Clean-Up Project 1. Make a Disaster Plan To read more about the 3 ideas or view the entire blogpost, click here.

 

RM Topic of the Month: 2023 Secretary/Chairperson of your County Commission of Public Records

Its that time of year again! Where I check in with each of Indiana's 92 counties and verify the name/contact information for the secretary and chairperson of the County Commission of Public Records. In late January/early February, I'll start calling around to the Clerk and Recorder's offices for the information. 

Please submit to IARA via cty@iara.in.gov the name/contact info of your county commission of public record's secretary and chairperson for 2023.

At least once a year (ideally once a month), your county should be hosting a County Commission of Public Records meeting. There are two positions, chairperson (chairman) and secretary, that should be designated according to the Indiana Administrative Code:

IC 5-15-6-1 (c) The commission shall elect one (1) of its members to be chairman. The clerk of the circuit court or the county recorder must be secretary of the commission. The person who serves as secretary shall be determined as follows:

(1) By mutual agreement of the clerk of the circuit court and the county recorder.

(2) If a mutual agreement cannot be reached under subdivision (1), by an affirmative vote of a majority of members of the county commission.

The commission shall provide to the administration (IARA) the names and contact information for the chairman and secretary not later than thirty (30) days after the date of the determination. The members of the county commission shall serve without compensation and shall receive no disbursement for any expense.

January 2023 Records Custodians Chat

Our next Records Custodians Chat will be happening on January 25th. 

Meeting Information 

Date: January 25, 2023
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

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