[IARA - State Agency Records Managers] July 2023 Monthly Bulletin and Chat Invitation
Indiana Archives and Records Administration sent this bulletin at 07/14/2023 04:56 PM EDT
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🦸♀️🌴✈️ It's That Time of Year Again! ✈️🌴🦸♀️
Greetings, Records Managers!
Specifically, it's that time of year when Amy flies away to be a nerd for a week🖖and leaves you all alone.* 😔
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Meanwhile, Amy will be waving madly to you from Space Mountain
because even in the Magic Kingdom, she'll be thinking of Records Management the whole time.*
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| *(And speaks about herself in the Third Person a lot, apparently.) | *(And probably checking Teams on her phone.) |
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Last month on As The Record Turns...
On MS Teams, we had our June State Records Managers Chat on the 29th. We met with 21 Records Managers from 19 agencies. Attending from IARA were Chandler Lighty (IARA Executive Director), Amy Robinson (State Records Analyst), Amy Christiansen (County/Local Records Liaison), Anna Lucas (Electronic Records Archivist) and Jeannine Roe (Electronic Records Archivist). |
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We discussed June's bulletin topics, which were
-- then Chandler Lighty spoke on major updates to the Forms Management process, which will affect those Records Coordinators who are also in charge of their agency's State Forms. I've posted a link to the YouTube video of the June chat in our RM Bulletins and Chat Archive, where you can also find all of the previous bulletins we've sent out. |
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News You Can Use
This just in: there is no June July meeting of the Oversight Committee on Public Records.
Also just in: there is no August meeting of the Oversight Committee on Public Records.
Scheduling issues continue to haunt both IARA staff and committee members. (Both the Chair and the Vice-Chair were unavailable for the August date, and without one of those, we can't have a meeting!)
The next OCPR meeting will be on September 27th, at which time there will be huge, huge changes to the State General Retention Schedule to tell you about at our next Records Manager Chat on the 28th.
(We're replacing the word "Auditor" with "Comptroller." That's it; that's the update.)
I'll be happy to address all questions about how this affects your lives as Records Managers (zero much) during our next Chat!
News (Some of Which) You Can't Use Yet
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In our last RM Chat, Chandler Lighty spoke a bit about legislative changes affecting IARA and Forms Management that went into effect on July 1st.
What we didn't mention (yet) is that there were also changes affecting Records Management. They're small and largely positive (most of them came from a bill created by IARA in the first place), but unlike the folks in Forms Management who are already rocking and rolling along, we're still working out the best ways to apply them to our division. So this is just a heads-up that you can expect some changes to processes and forms over the course of the year, all of which we'll tell you about in detail when there are details to tell. |
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One detail that I'm happy to share now, though: inspired by some of the subtle but important language changes made in our section of the Indiana Code, our Records Management team is now the Records and Information Management team!
(Those of you with keen eyes who visit our website often might have already noticed me quietly changing the text on various menus and pages this month.) This title more correctly reflects how tightly our Electronic Records Program is interwoven into every aspect of our work with your state agencies, and what we're all really managing: information about government actions and interactions, no matter what format it's stored in. |
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I'll be happy to address all questions about how this affects your lives as Records (and Information) Managers (zero much because it's just an improved description of the work we've already been doing together) during our next Chat!
(Also, we'll all probably take six months to consistently remember we're RIM instead of RM. No worries.) |
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RIM Topic of the Month: Records Center and State Archives Tour(s)!
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One of the things IARA has been trying to increase now that we're not in lockdown trying to keep people away from each other is to get more people together - specifically, our divisions together with each other, and IARA together with you So to follow up on the Microfilm and Imaging Lab's open houses, and a successful tour of our 30th street facilities for County Clerks, we'd like to offer something similar to state agency records managers: A view behind the scenes of what actually goes on at the Records Center and State Archives, what happens to those boxes you send over, the people on the other end of that email chain, and how we all work together to help manage and preserve your records! |
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We're still in the early stages of our plan (the brainchild of the splendiferous Brittany Cohen at the Records Center), but the very first thing that would be helpful for us to know is how many people would be interested in attending such a happening. To that end, we've created a poll that we'd love for you to take. Feel free to pass the link on to other records managers in your agency, or coordinate with them to answer the poll as a group! |
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It might be a while before we see you at 30th street, but we'd love to see you sooner at the
July Records Managers Chat
Meeting Information
Date: 2023-07-27
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."
- 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