[IARA - County/Local Records Custodians] Monthly Bulletin and Chat Invitation May 31, 2023

🏁 Happy May, Records Custodians! 🏁

Well, I finally figured out the emojis! May in Indianapolis, it's the month for "the greatest spectacle in racing," the Indy 500. I will luckily be out of town for Memorial Day weekend, visiting my father and his side of my family in Iowa, but I hope everyone enjoys their time with sports, barbeques, sunshine, and whatever else you fancy this month!

Last Month's Chat

On MS Teams, we had our April Records Custodians Chat. We met with 41 Records Custodians from various county/local offices.

Attending from IARA were Amy Christiansen, Meaghan Fukunaga, Amy Robinson, and Chandler Lighty.

We discussed April's bulletin topics, which were RIMM, No travel May, W-2s, 1099s, From 9, I-9s, Oh My!

I've posted a link to the YouTube video of the April'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 online training on Wednesday, May 24th at 10 a.m. eastern focused on the revisions to the Educational Institutions (ED) retention schedule including the deactivations, amendments, and brand-new record series.  ***If you work with or create public school records, I highly recommend attending this online training.*** The webinar will be recorded and available for viewing on IARA's website in late May/early June.  Want to register? Email the phrase, "Register me for the ED online training" to cty@iara.in.gov or contact Amy Christiansen at achristiansen@iara.in.gov or (812) 929-3882.

 

RM Topic of the Month: Approved Retention Schedules!

On April 26th, the Oversight Committee on Public Records (OCPR) met and approved several retention schedules including some for county/local offices. 

 

NEWLY REVISED - Educational Institutions (ED)

The Educational Institutions Retention Schedule (ED) revisions include some major updates going from 130 record series down to 32 record series, 101 deactivations, 3 new record series, and other amendments. You can see a guide to these revisions on the schedule's second to last page titled, "April 2023 Record Series Update Overview." This overview is NOT a part of the records retention schedule. It is only a detachable overview of the updates that were made.

NEWLY REVISED - County/Local General (GEN)

The County/Local General Retention Schedule (GEN) revisions include some updates with two record series being amended, GEN 10-06 (language updated) and GEN 10-27 (retention updated) and one brand new record series, GEN 23-10 ORDINANCES. You can see a guide to these revisions on the schedule's second to last page titled, "April 2023 Record Series Update Overview." This overview is NOT a part of the records retention schedule. It is only a detachable overview of the updates that were made. Because the GEN was recently updated in February, we also kept the "February 2023 Record Series Update Overview" as the last page of the document.

NEWLY CREATED - County Surveyors (SU)

The County Surveyors Retention Schedule (SU) is a completely new office-specific retention schedule created with the help of a taskforce of IARA staff and county surveyors. 

 

*If you are a secretary of your County Commission of Public Records, please send these revised/brand-new retention schedules to your county/local agencies.* Especially the County/Local General (GEN) to ALL agencies, the County Surveyors (SU) to your surveyor, and the Educational Institutions (ED) to any public schools in the county. 

 

 

May Records Custodians Chat

Our next Records Custodians Chat will be happening on the 31st. 

Meeting Information 

Date: May 31, 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.

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 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 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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• county_surveyor.pdf
• Schools Flyer.pdf
• schoolretentionschedule.pdf
• county_general.pdf