[IARA - County/Local Records Custodians] Monthly Bulletin and Chat Invitation April 26, 2023

Indiana Archives and Records Administration sent this bulletin at 04/17/2023 02:00 PM EDT
Indiana Archives and Records Administration logo   County/Local Records Management
402 W. Washington St. Rm W472
Indianapolis, IN 46204
e: cty@iara.in.gov | ph: 317-232-3380

 Happy April, Records Custodians!

Yet another month I'm surprised is already halfway over. I'm enjoying the warm weather by going on walks around my neighborhood with our dog, Penny, cleaning out the house and donating the extra stuff, and switching my wardrobe to my summer attire. I'm so ready for fun in the sun!

Last Month's Chat

On MS Teams, we had our March Records Custodians Chat. We met with 29 Records Custodians from various county/local offices.

Attending from IARA were Amy Christiansen, Amy Robinson, and Kim Hagerty.

We discussed March's bulletin topics which were the webinar on the County Commission of Public Records, how I won't be traveling in the month of May, photos from my vacation, and the recently approved retention schedules.

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

April is Records and Information Management (RIMM) Month!

To celebrate, IARA's Records Management division is providing multiple opportunities to get involved with RIM including a workshop on updates to the PR-1 form.

SAVE THE DATE!

The PR-1 Workshop will be on Friday, April 28th at 10 a.m. eastern hosted virtually on Microsoft Teams.

BIG changes are coming to the PR-1 form! If you are a CCPR secretary, IARA highly recommends attending this workshop. IARA will record the workshop and make it available online afterwards as well.

Want to register? Email cty@iara.in.gov or contact Amy Christiansen at achristiansen@iara.in.gov or (812) 929-3882.

 

WEBINAR ON THE CCPR: Successful with reaching 171 attendees. If you missed the follow-up survey, please take it! 

 

Proclamation

News You Can Also Use

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 to help with your records management needs, please email me at cty@iara.in.gov.

  

work image

 

RM Topic of the Month: W-2s, 1099s, Form 9, I-9s, Oh My!

IARA's Records Management division noticed several questions from county/local offices about these specific forms lately so we decided to review the forms, discuss their content, and what is the correct record series for them. Please review our decisions below. All records can be found on the County/Local General (GEN) retention schedule. 

W-2 and 1099s: GEN 15-02

Form 9: GEN 10-11 (school financial report)

I-9: GEN 10-27

My apologies for any confusion on these records and their retention. 

April 2023 Records Custodians Chat

Our next Records Custodians Chat will be happening on April 26th. 

Meeting Information 

Date: April 26, 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