[IARA - County/Local Records Custodians] Monthly Bulletin and Chat Invitation June 28, 2023

💐🍧 Happy June, Records Custodians! 🍧💐

June means it's the beginning of summer although for me, it has felt like summer since May! I hope everyone is enjoying the dry heat, occasional rainstorms, and long evenings with extra sunlight. It always seems to surprise me when sundown isn't until 8:30-9 p.m. in the summertime. But I do enjoy it! 

Last Month's Chat

On MS Teams, we had our May Records Custodians Chat. We met with 52 Records Custodians from various county/local offices.

Attending from IARA were the Amys, Amy Christiansen and Amy Robinson.

We discussed May's bulletin topic, the Approved Retention Schedules!

I've posted a link to the YouTube video of 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 online workshop on Friday, June 30th at 10 a.m. eastern focused on the revisions to the County/Local General (GEN) retention schedule. There is no cost for the workshop, it is free.  ***I highly recommend that any county/local office attend this online workshop. CCPR secretaries, please notify your county/local offices about this opportunity.*** The workshop will be recorded and available for viewing on IARA's website in July.  Want to register? Email the phrase, "Register me for the GEN online workshop" to cty@iara.in.gov or contact Amy Christiansen at achristiansen@iara.in.gov or (812) 929-3882.

News You Can Also Use: Upcoming July Happenings! 🎇👙🌊🐬🌞

From July 3-7, I will be on vacation in Florida, returning to the office on July 10th. If you need immediate assistance, email cty@iara.in.gov. 

NO TRAVEL JULY: Because of my vacation and the conference I'm attending towards the end of the month, I won't be traveling in July. If you'd like to schedule a call or plan a visit, please contact me. 

From July 18-21, I will be attending the National Association of Government Archives and Records Administrators (NAGARA) annual conference in Cincinnati, Ohio. I will have sporadic access to email and my telephone so please be patient with me that week; I will return your emails/calls the following week. 

RM Topic of the Month: Approved Retention Schedules and Gateway

On May 24th, the Oversight Committee on Public Records (OCPR) met and approved several retention schedules including a county/local office. 

NEWLY CREATED -Local Health Departments (HD)

The Local Health Departments Retention Schedule (HD) is a completely brand-new office-specific retention schedule created with the help of a taskforce made up of IARA staff and local health dept. officials. 

*If you are a secretary of your County Commission of Public Records, please send this brand-new retention schedule to your local health depts.* 

There will be an online training specific to the Local Health Dept (HD) retention schedule on Friday, September 15th, 10-11:30 a.m. eastern. To register, email the phrase, "Register me for the HD online training" to cty@iara.in.gov or contact Amy Christiansen at achristiansen@iara.in.gov or (812) 929-3882.

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GATEWAY

I've received a lot of questions from county/local offices about their use of Gateway. So, IARA staff spoke with one of the participating state agencies, SBOA, about the function of Gateway and how counties can use it. Here is what we learned:

The Indiana Gateway for Government Units provides a central commons for local units to submit their financial forms to the State of Indiana. The keyword in that sentence is submit. Gateway is NOT a records repository, it is just a submittal platform. County/local offices will need to keep their records in an alternative repository in their own offices. That repository could be on a server, on paper, etc.

June Records Custodians Chat

Our next Records Custodians Chat will be happening on the 28th. 

Meeting Information 

Date: June 28, 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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