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[IARA - State Agency Records Managers] August 2023 Monthly Bulletin and Chat Invitation

Indiana Archives and Records Administration sent this bulletin at 08/21/2023 09:47 PM EDT

Records and Information Management
402 W. Washington St. Rm W472
Indianapolis, IN 46204
e-mail: rmd@iara.in.gov
phone: 317-232-3285
web: http://www.in.gov/iara

🚧👷🏿👷🏼‍♀️🏗️ Under Construction! 🏗️👷🏽‍♀️👷🏻‍♂️🚧

No, not this bulletin. Something else.

Happy, Happy August, Records Managers!

August is a month of great importance to us all: it contains my wife's birthday which is also my dad's birthday which is also my cousin's birthday which is also the day of our next Records Management Chat!

Probably only one of those is important to us all, come to think of it. But they're all on August 31.

And all of August is a great month for records, because... click here to skip the RM Chat recap and find out, or scroll on down the regular way.

Last month on As The Record Turns...

On MS Teams, we had our July State Records Managers Chat on the 27th.

We met with 25 Records Managers from 21 agencies. Attending from IARA were Amy Robinson (State Records Analyst), Amy Christiansen (County/Local Records Liaison), Anna Lucas (Electronic Records Archivist), Sam Putnam (Records Center Director) and Jeannine Roe (Electronic Records Archivist).

Spinning record on a turntable. They're like big CDs but you read them with a needle instead of a laser.

We discussed July's bulletin topics, which were

Summer OCPR schedule (again)
The Auditor is now the Comptroller and we'll be updating the General Retention Schedule to replace that word.
Records Management is now Records and Information Management
Our Archives and Records Center Tour Interest poll (Those who expressed interest can expect more information coming their way from the Records Center in the next few months!)

I've posted a link to the YouTube video of the July 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: State Archives Building Groundbreaking & Construction!

Construction of the new Indiana State Archives Building broke ground on Tuesday, August 15, 2023! Almost all the mud is off my boots now! (I fear we cannot say the same for my poor boss's flats.) Approved in 2021 by Governor Eric J. Holcomb and the Indiana State Legislature, the new Indiana State Archives building will house, in addition to the Archives itself, most of IARA, though the Records Center will remain at East 30th Street. During the construction process, Pepper Construction will be introducing new technology that allows you to hold up your phone by the site on the canal and see the renderings, along with a 30-second recorded message about the building.

	Updates to street and pedestrian traffic: Ohio Street will be down to one lane in either direction starting in August. New York Street will have one lane restricted, but will still have two one-way lanes going east. The crosswalk from Senate Garage to Government North Center will be moved towards Ohio Street, spanning the Ohio Street entrance to the State Library. The tunnel from Senate Parking Garage to Government Center North will be closed from September to November.
The project will affect some street parking, but should have minimal impact on garage parking and surface lots.

News You Can't Use

Our Electronic Records Archivist Jeannine Roe gave me this.
It's currently vying with my cats for the Cutest Thing Ever Award.

RIM Topic of the Month: New Records Coordinator Change Form

In our last bulletin, I mentioned some updates to processes and forms would be coming up, inspired by some of the language changes made in our section of the Indiana Code this year.

Now I have two more (besides our name-change to Records and Information Management) that I can tell you about:

	The Coordinator Change Notice has been split into two separate forms:
		Notice of Change of Agency Records Coordinator (the existing SF 42035 - should be emailed to Rmd @ iara.in.gov)
		Notice of Change of Agency Forms Coordinator (the new SF 57302- should be emailed to Fmd @ iara.in.gov)

No more being unsure which box to check on your end! ☑️ 🙅🏽‍♂️ ✅

A simpler, more reliable update process on IARA's end! 📋 🕵🏼‍♀️ ⁉️

If your agency is assigning the same person to be both Forms and Records Coordinator (which happens, but because of the workload that can be involved in both, we honestly don't advise it), you'll need to fill out both forms and send them on to the two separate email addresses.

🤦‍♀️ (So your new Forms Coordinator doesn't accidentally get buried in a flood of Records Management information.
A thing that may or may not have happened this month. To me. Sorry, Comptroller's Office staff.)

📝 The second change we've made is to stop tracking divisional/facility records coordinators.

Which explains why there's no longer a space on either form for assigning them: only Agency Records and Forms Coordinators will appear on our website list or be formally updated by the RIM team.

But! It's not that you can't have division/facility records managers! In fact, we encourage spreading out the responsibility for managing records to the people who are actually working with them.

However, records managers besides the official Agency Records Coordinator need to be managed internally at the agency, through training and communication with the Agency Records Coordinator, and with whatever tracking system or processes best serve your agency.

IARA will happily work with anyone an agency asks us to work with, but signatures on transfer and destruction forms should only come from the official Agency Records Coordinator, and this change will help to keep that difference clear.

We won't be taking anyone off the mailing list for bulletins or the invite list for the RIM Chats, though! Those are open to all records managers, not just Agency Records Coordinators. Any time you'd like us to add someone to either or both of those lists, just drop a line to rmd@iara.in.gov, and we'll take care of it!

August Records Managers Chat

Meeting Information

Date: 2023-08-31
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

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.
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!

. . .

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

Monthly State Records Managers Chat.ics

StateRMChat-agenda-2023-08.pdf

This message was sent to you because you are the officially-designated Records Coordinator for your agency, or because you are an interested records manager who requested to be added to this list.

If you are no longer your agency's Records Coordinator or would like to be removed from this list because it no longer applies to your work, please let us know at rmd@iara.in.gov, and we'll take care of that for you!