[IARA - State Agency Records Managers] Special Bulletin: Teams Meeting Recordings

Hello, State Agency Records Managers! 

You or your IT staff may have received an email from IOT explaining that your agency has Microsoft Teams recordings that must be migrated from Microsoft Stream soon. If you have received this email and are in the process of determining next steps, the Indiana Archives and Records Administration has some records management tips to help!

Have records management questions beyond these tips? Just reach out to rmd@iara.in.gov.

1. Begin by determining the content of the recording. 
2. Locate the correct record series. Begin with your agency-specific retention schedule, and then look to the State General Retention Schedule. 
3. Determine the retention period.
4. If the recording needs to be retained for longer than it can be kept in Stream, move it to an appropriate location. 

Here are some common record series on the State General Retention Schedule that Teams recordings may fall under:

• GRADM-2: Board or Commission Meeting Recordings
• GRADM-4: General Files
• GRVID-1: Personnel and Staff Training Recordings
• GRTRN-1: Education and Outreach Materials

 If you have Teams recordings related to the COVID-19 pandemic, they may fall under record series GRADM-10: Documentation of Indiana's Responses to States of Emergency and Other Events of an Historic Nature. If you have recordings you believe fall under GRADM-10, please reach out to rmd@iara.in.gov.

~

Your Records and Information Management Team at the
Indiana Archives and Records Administration

e: rmd@iara.in.gov w: www.in.gov/iara
a: 402 W. Washington St., Room W472, Indianapolis, IN 46204