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

🎉🎆🎇 Happy July, Records Custodians! 🎇🎆🎉

I hope everyone had a safe, fun, and festive Fourth of July! Mine was spent in Florida on vacation; we soaked up the sun at the beach, saw long-time friends, and spent quality time with family. It was nine days of complete rest and relaxation! But I'm glad to be back to work and back in Indianapolis where I don't start sweating as soon as I walk out the door. 

Last Month's Chat

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

Attending from IARA were Amy Christiansen and Anna Lucas.

We discussed June's bulletin topic, the Approved Retention Schedules and Gateway.

I've posted a link to the YouTube video of June'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't Use: My Florida Vacation and Engagement!

News You (Mostly County Surveyors) Can Use

There is an online training on Friday, July 28th at 10 a.m. eastern focused on the brand-new County Surveyors (SU) retention schedule. There is no cost for the workshop, it is free.  ***I highly recommend that all county surveyors attend this online workshop. CCPR secretaries, please notify your county surveyor about this opportunity.*** The workshop will be recorded and available for viewing on IARA's website in late July/August.  Want to register? Email the phrase, "Register me for the SU online training" to cty@iara.in.gov or contact Amy Christiansen at achristiansen@iara.in.gov or (812) 929-3882.

News You Can Also Use: My GARA Certification

                       

RM Topic of the Month: SF44905/Notice of Destruction forms

It's been about a year since we updated the SF44905/Notice of Destruction or "NOD" form and its procedures. I'd like to do a refresher on what you do with the forms and what IARA does with the forms.

*You no longer submit the form to IARA for approval & you no longer wait 30 days to destroy.* 

What you do with the form: Follow the instructions on the form. Send a copy of the completed form (after destruction) to your secretary of the County Commission of Public Records (CCPR). Keep your copy permanently in your office under GEN 20-01. If you have any questions about the NOD form before destruction, contact cty@iara.in.gov.

What IARA does with the form: Receives completed NOD forms as part of the CCPR minutes, keeps according to record series 82-431. The CCPR secretary will send the minutes to IARA after the meeting(s). As of January 1, 2023, any NOD form that is sent to IARA separately outside of the CCPR minutes will no longer be retained or filed in IARA’s offices. 

IARA (me) will only review NOD forms that specifically have questions from the sender. Make sure to include your questions when sending the NOD forms to IARA.

July Records Custodians Chat

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

Meeting Information 

Date: July 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.

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

---

• 44905 new.pdf