[IARA - State Agency Records Managers] May 2023 Monthly Bulletin and Chat Invitation
Indiana Archives and Records Administration sent this bulletin at 05/23/2023 12:32 PM EDT
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🌸🌹🌺🌼🌷 March Winds and April Showers... 🌷🌼🌺🌹🌸
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... bring forth tiny Amys. Or at least they did back in the mists of the Cretaceous Age when I was born. Now it's probably just flowers or something, like the wild geranium that blooms in Indiana this month. Greetings, Records Managers! I am now 50 years old and have full and legal license to use the words "Whippersnapper" and "Get off my lawn." Not that I would ever. Whippersnappers. |
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Last month on As The Record Turns... 
On MS Teams, we had our April State Records Managers Chat on the 27th.
We met with 20 Records Managers from 18 agencies! Attending from IARA were Amy Robinson (State Records Analyst), Amy Christiansen (County/Local Records Liaison), Anna Lucas and Jeannine Roe (Electronic Records Archivists), and Sam Putnam (Records Center Director).
We discussed April's bulletin topics, which were:
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Records and Information Management Month!
- Our IARA Website Scavenger Hunt, which now has winners!
- Our Email Spring Cleanup webinar on April 19th, which now has video!
I've posted a link to the YouTube video of the April chat in our RM Bulletins and Chat Archive, where you can also find all of the previous bulletins we've sent out.
News You Can Use
Scavenger Hunt and Random Drawing Winners!
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Our IARA Website Scavenger Hunt The original rules said, "The first five people with all correct answers will win a prize." Which sounds great until only three people get all of the answers correct. (The tricky - though not trick - question was "How many retention schedules does the BMV have?" Those of you who answered 7 got it right; those who answered 6 didn't notice the agencywide schedule, linked on the BMV header.) Those three people who got every question right were:
Random Drawing That left us with prizes on our hands and no one to receive them, which didn't sound fun at all, so unbeknownst to y'all, we entered all of you (everyone on the State Records Management mailing list minus the scavenger hunt winners) in a random drawing for the two remaining prizes! The winners of that were
The Prizes Each of our five winners will receive a medium-to-large-size poster created from historical records actually collected at the State Archives. If that sounds a bit texty and boring based on the records a lot of us work with most days, think again:
They are, from left to right: Lady Victory (the figure atop the Indiana Soldiers and Sailors Monument), an artist color rendering of the State House, an Indianapolis Brewing Co. logo from our trademarks collection, a map of Indiana showing the places across the state which still bear Native American names, and a photo of the first electric streetcar in Indiana. |
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News Only Five of You Can Use
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Lady Victory is the medium-sized one. It's also the one being mailed to our fellow records manager at IU, because the large-size ones are LARGE. All of the other winners work on the extended IGC campus, so yours will be hand-delivered... soon. Hopefully this week. |
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RM Topic of the Month: Email Deletion Guidance for State Government Staff
First off, as promised, here is the edited recording of our April 19 webinar, the Email Deletion Spring Cleaning Workshop! With the technical difficulties and long pauses carefully removed for your viewing pleasure. You can also find a PDF of the presentation slides, and a new publication containing the advice below.
Second, we have some actual advice! Below! Right here in the bulletin! Advice that doesn't just say "Sign up for our Webinar." No bait and switch this time!
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Email Cleanup Tips
- Identify emails that are public records. For guidance, please see:
- Check all folders including, but not limited to, the Inbox and Sent Items folders.
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Use your Agency-specific retention schedule and the General Records Retention Schedule to determine when emails are eligible for deletion.
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Example: General Correspondence (GRADM-4 on the General Retention Schedule) can be destroyed after three (3) years. If the latest correspondence is from April 2020, then the records may be destroyed May 1, 2023.
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Example: General Correspondence (GRADM-4 on the General Retention Schedule) can be destroyed after three (3) years. If the latest correspondence is from April 2020, then the records may be destroyed May 1, 2023.
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Delete any files and/or folders which are eligible. You do not need to submit a State Form 16: Records Disposition
Notification if you are deleting email.
- Empty the Deleted Items folder.
Types of Records Your Email May Contain:
Public Records
Any piece of recorded information that is created or received by your office AND documents the activities of your office.
Transitory Records
Records that are required for only a short time AND your office does not need the records in order to meet legal or fiscal obligations, or to initiate, sustain, evaluate, or provide evidence of decision-making. If you are unsure if a record is transitory, please contact rmd@iara.in.gov.
Non-Records
Any piece of recorded information that is created or received by your office but does NOT document the activities of your office, OR that is a duplicate of information that is a public record.
Duplicate Records
Information that reproduces the exact content, in any format, of a record an agency is retaining under an
approved retention schedule. These are considered non-records.
Frequently Asked Questions:
Q: When can I delete my email?
A: Transitory, non-record and duplicate email may be deleted after it is no longer useful for business purposes. Email that is a public record must not be deleted prior to the end of its record retention period. To calculate the date public records are eligible for destruction, start with the date (month and year) of the most recent records in a container or folder, then add the period specified in the retention schedule. The disposition date will be the first day of the following month.
Q: Can email be stored in IARA’s Records Center?
A: No. The Records Center only stores physical records. Electronic records, including email, are managed by agencies.
Q: What happens to my email after it is deleted?
A: Deleted email becomes unavailable to the user after the Deleted Items folder is emptied.
Q: Will my email go to the State Archives after I leave state government?
A: Depending on your role and responsibilities, your email may go to the State Archives after you leave State government, or it may be retained in-agency for business use purposes, or a combination thereof. For a list of job codes with mailboxes that may fall under permanent archival retention, please refer to IARA Policy 22-01.
Q: What's the oldest email in your mailbox, Amy?
A: ...1999. Get off my lawn. (Most of my email documents retention schedule development history and gets filed by agency for long-term reference.)
May Records Managers Chat
Meeting Information
Date: 2023-05-25
Time: 11 a.m. to 11:30 a.m. EST
Place: Microsoft Teams
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 (the me one, not the other Amy) remembers to click Mute!
Adding Yourself to the Meeting Invite List
✉ Desktop Outlook
- Save the attached Monthly State Records Managers Chat.ics 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 Monthly State Records Managers Chat.ics 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.
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
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Dial 1-317-552-1674 at the designated meeting time, then enter this PIN when prompted:
707 553 068#
- We'll let you into the meeting.
To Join the Meeting by Computer
- Click here at the designated meeting time.
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A new tab or window will open in your default web browser. From there:
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Choose the option to join on the web if you don't normally use Teams, then click "Join now."
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Join through your desktop or mobile application if you're familiar with using Teams and would prefer that to the web version.
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Choose the option to join on the web if you don't normally use Teams, then click "Join now."
If you have other questions about how to use Teams, or about the meetup, just contact me and we'll figure things out together!
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Looking forward to seeing you,
Amy A. Robinson (CIP) | (she/her)
State Government Records Analyst
Indiana Archives and Records Administration
o: 317-232-3285 | f: 317-233-1713
e: arobinson@iara.in.gov w: www.in.gov/iara
a: 402 W. Washington St., Room W472, Indianapolis, IN 46204