[IARA - County/Local Records Custodians] Monthly Bulletin and Chat Invitation March 29, 2023

 Happy March, Records Custodians!

It's my birthday month although I've never celebrated it for the whole month, just on the actual day between the Ides of March and St. Patrick's Day. When I was a kid, I hated my birthday because everyone would pinch me for not wearing green! Anyway, I'm shocked that it's March (and almost halfway through it!) but I'm excited for warmer weather and continuing to work on projects and goals for the year. I need to do some spring cleaning; that will have to wait until April!

Last Month's Chat

On MS Teams, we had our February Records Custodians Chat. We met with 28 Records Custodians from various county/local offices.

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

We discussed February's bulletin topics which were my vacation, the webinar on the County Commission of Public Records, the Chat's 2023 schedule, and severely damaged records procedures.

I've posted a link to the YouTube video of the February'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.   NO TRAVEL MAY I will not be traveling in the month of May, I will be taking a break to focus on other records management goals and projects in the office. I will resume travel in June. If you'd like me to visit your agency or county, please email me at cty@iara.in.gov.

Pictures from Panama

Panama City San Blas Islands Canal Zone Miraflores Locks   Gamboa Rainforest Resort Panama Viejo Napoli Pizza Chinese Gardens

 

RM Topic of the Month: Approved Retention Schedules!

On February 22nd, the Oversight Committee on Public Records (OCPR) met and approved several retention schedule revisions and deactivations including some for county/local agencies. 

 

NEWLY REVISED - County/Local General (GEN)

The County/Local General Retention Schedule (GEN) revisions include amended record series, brand new record series, and transferred from another retention schedule + new record series number + amended record series. You can see a guide to these revisions on the schedule's last page titled, "Record Series Update Overview." This overview is NOT apart of the records retention schedule. It is only a detachable overview of the updates that were made.

NEWLY REVISED - Assessing Officials (AS)

The Assessing Officials Retention Schedule (AS) revision is only a clarification of the description and retention language on Record Series AS 12-09. You san see this update guide on the top of the first page of the schedule. 

DEACTIVATED - Special Districts (SD)

The Special Districts Retention Schedule (SD) previously covered regional Authorities, Commissions, Corporations, Districts and Territories: Airport, Building, Conservancy, Fire Protection, Flood Control, Port, Planning, Public Transportation, Sewage, Solid Waste, Solid Waste Management, Water, or any other district required to follow state statutes and audited by the State Board of Accounts. All Record Series were either transferred to the County/Local General Retention Schedule and assigned a new GEN Record Series Number, or deactivated because an equivalent Record Series already exists on the County/Local General Retention Schedule.

 

*If you are a secretary of your County Commission of Public Records, please send these revised/deactivated retention schedules to your county/local agencies.* Especially the County/Local General (GEN) to ALL agencies, the Assessing Officials (AS) to your assessor, and the deactivated (SD) to any of the previously covered districts. 

March 2023 Records Custodians Chat

Our next Records Custodians Chat will be happening on March 29th. 

Meeting Information 

Date: March 29, 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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